Generator_Maintenance_-_West_TN_-_TEMA.pdf
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- Attached to
- Generator Maintenance - West TN - TEMA - UPDATED
- Solicitation number
- Event 34101-13911
- Issued by
- Hamblen County, Tennessee
About this file
This is an Invitation to Bid (ITB) document issued by the Tennessee Emergency Management Agency (TEMA) for comprehensive generator maintenance services in West Tennessee. The solicitation seeks a three-year term contract to provide preventive maintenance, quarterly inspections, annual inspections, load bank testing, emergency repair services, and parts supply for multiple backup power generation systems serving facilities in Haywood, Dyer, Madison, and Henry counties. Services must be provided for generators ranging from 7 to 450 kilowatts across radio sites, emergency operations centers, command trailers, and mobile units. Contractors must establish contact with TEMA's Point of Contact, Jimmy Floyd, within fifteen calendar days of the contract effective date. Written questions must be submitted by May 25, 2026, at 2:00 PM CDT, with bids due by June 3, 2026, at 2:00 PM CDT. The contract becomes effective May 15, 2026, for an initial thirty-six-month term with an optional extension period not to exceed one hundred eighty days under identical terms and conditions. Emergency services must be available twenty-four hours per day, seven days per week, with a two-hour on-site response time for emergencies and one working day for non-emergency situations.
Pricing is submitted on a unit-cost basis across sixty line items covering service categories including annual maintenance, trip charges, quarterly maintenance, hourly wages for regular and premium time, load bank testing, and generator parts, with estimated total contract liability of $195,000 over the initial thirty-six-month term. Repair parts and materials must be new or manufacturer-approved with equal quality, billed at contractor cost plus fifteen percent, supported by original purchase invoices. The contract will be awarded as a single award to the lowest-cost responsive bidder meeting all specified requirements. Contractors must be established, qualified service providers with full-time staff capable of dispatching technicians; be registered with the State of Tennessee Supplier Portal and the Tennessee Department of Revenue for sales and use tax; comply with the Tennessee Contractors Licensing Act; maintain workers' compensation insurance with limits of one million dollars, commercial general liability insurance with combined single limits of one million dollars per occurrence and two million dollars aggregate, and automobile liability insurance with limits of one million dollars. No specific set-asides, incumbent vendors, or current contractors are identified in the documentation.
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Text version
Event Description This event is to bid for a three (3) year contract.
Specifications and terms & conditions are attached.
Agency Contact: sharon.pope@tn.gov or 615-741-9588.
See terms and conditions for site visit and questions dates.
READ THE ENTIRE BID, including the Event Details, Specifications, and Terms and Conditions and any other attachments.
The purpose of this Invitation to Bid Event/Source of Supply Event is to establish a term contract (s) to provide: The State of Tennessee, with products and/or services as described in the attached terms, conditions, specifications and price sheet.
A term contract means a contract in which a source or sources for supply are established for a specified period of time at an agreed upon price(s).
If the Review and bid on this event link included in the e-mail notification does not work, please go to https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-informa tion.html Click on the link that says Bid Opportunities and log in with your vendor ID and password.
NOTE: Need help with EDISON? Call the Edison HELP Desk at 866-376-0104 or 615-741-4357
Please do not wait until the last day to POST YOUR BID. The Edison system will sign you out after 30 minutes of inactivity. Your password expires EVERY 90 DAYS. It is the responsibility of the Edison User (bidder/vendor) to maintain their own profile information (Email address, phone numbers, address or contacts) and to continue to keep it current by logging into the Supplier Portal and making changes as needed.
Supplier Portal link: https://supplier.edison.tn.gov/ (Maintain supplier information) Central Procurement Office Website: https://www.tn.gov/generalservices/procurement.html
The website is constantly being updated with information to assist the agencies and vendors; you are encouraged to visit the website frequently.
General Questions Question UOM Best Worst Response Please enter the number of days, from the bid opening date, after which your bid offer will expire: 0
Required: Yes Mandatory Response:No
Response Comments
Event Details
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013911 Sell RFx 1 Event Round Version 1 1 Event Name Generator Maintenance - West TN - TEMA Start Time Finish Time
05/13/2026 08:24:00 CDT 06/03/2026 14:00:00 CDT
Event Currency: US Dollar Bids allowed in other currency: No
Question UOM Best Worst Response
Respondents must attach their completed Evaluation Model/Bid Pricing Document here.
Required: Yes Mandatory Response:No
A file attachment is required to satisfy this question.
Your bid will need to be edited online to include attachment responses.
Response Comments
The Respondent affirms the following statement, as required by the Iran Divestment Act Tenn. Code Ann. § 12-12-111: "By submission of this response, each Respondent and each person signing on behalf of any Respondent certifies, and in the case of a joint response each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each Respondent is not on the list created pursuant to Tenn. Code Ann.
§ 12-12-106." For reference purposes, the list is currently available online at:
https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/library-/public-information-li brary.html
Required: Yes Mandatory Response:No
Response Comments
Please attach documentation that reflects you are registered with the Department of Revenue for sales and use tax, as stated in the Terms and Conditions. If you are exempt, please provide a copy of the communication from the Department of Revenue supporting this exemption.
Required: Yes Mandatory Response:No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013911 Sell RFx 2 Event Round Version 1 1 Event Name Generator Maintenance - West TN - TEMA Start Time Finish Time
05/13/2026 08:24:00 CDT 06/03/2026 14:00:00 CDT
Question UOM Best Worst Response
I (we) agree to strictly abide by all the statutes and terms contained in the rules of the Department of General Services, Central Procurement Office, which are by reference made a part hereof, in addition to the special terms, conditions and specifications embodied in the invitation to bid.
IMPORTANT: By Selecting YES, the bidder certifies compliance with the above and further certifies that this bid is made without collusion or fraud. Yes
Required: Yes Mandatory Response:Yes
Response Comments
Please list the following information:
List the Contract Administrator's Name List the Contract Administrator's Address List the Contract Administrator's Phone Number List the Respondent's Toll Free Phone Number List the Contract Administrator's Pager or Cell Number List the Contract Administrator's Email Address List the Respondent's Website
Required: Yes Mandatory Response:No
Response Comments
Please answer yes or no to the following. If YES, describe using additional pages and attach to the Response including any relevant details:
(a) is the Respondent presently debarred, suspended, proposed for debarment, or voluntarily excluded from covered transactions by any federal or state department or agency;
(b) has the Respondent within the past three (3) years, been convicted of, or had a civil judgment rendered against the contracting party from commission of fraud, or a criminal offence in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or grant under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;
(c) is the Respondent presently indicted or otherwise criminally or civilly charged by a government entity (federal, state, or local) with commission of any of the offenses detailed above; and
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013911 Sell RFx 3 Event Round Version 1 1 Event Name Generator Maintenance - West TN - TEMA Start Time Finish Time
05/13/2026 08:24:00 CDT 06/03/2026 14:00:00 CDT
(d) has the Respondent within a three (3) year period preceding the contract had one or more public transactions (federal, state, or local) terminated for cause or default.
Required:Yes Mandatory Response:No
Response Comments
The respondent shall indicate the standard warranty period.
List the Standard Warranty Period:
Required: Yes Mandatory Response:No
Response Comments
The respondent shall indicate whether or not they plan to sub-contract:
No: The respondent does not anticipate using a sub-contractor at this time and agrees to submit a request to subcontract during the contract period prior to using a subcontractor.
Yes: The bidder shall list the subcontractor(s):
Attach list of additional subcontractors to the bid, including the following for each subcontractor.
List the Sub-Contractor's Name List the Sub-Contractor's Address List the Sub-Contractor's Contact Person List the Sub-Contractor's Phone Number
Required: Yes Mandatory Response:No
Response Comments
Associated Terms:
The Contractor shall not assign this Contract or enter into a subcontract for any of the goods or services provided under this Contract without obtaining the prior written approval of the Central Procurement Office. Notwithstanding any use of approved subcontractors, the Contractor shall be the prime contractor and shall be responsible for all work provided.
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013911 Sell RFx 4 Event Round Version 1 1 Event Name Generator Maintenance - West TN - TEMA Start Time Finish Time
05/13/2026 08:24:00 CDT 06/03/2026 14:00:00 CDT
All respondents are required to have an adequate service organization for which the bid is applicable.
Enter the name, address, telephone, mobile phone, fax, email address and area of responsibility for each service representative in the spaces provided below.
(Attach additional documentation to bid comments if necessary.)
Please include the following information for each Service Organization listed:
Service Organization Name Service Organization Address Area(s) in TN that Service Organization will Serve Service Organization Phone Number Service Organization Toll-Free Number Service Organization Mobile Number Service Organization Fax Number Service Organization Email Address Service Organization Website URL
Required: Yes Mandatory Response:No
Response Comments
Confirm you have qualified personnel to perform load bank testing by providing names or documentation.
Required: No Mandatory Response:No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013911 Sell RFx 5 Event Round Version 1 1 Event Name Generator Maintenance - West TN - TEMA Start Time Finish Time
05/13/2026 08:24:00 CDT 06/03/2026 14:00:00 CDT
Line Details Line: 1 Item ID: Line Qty: 1 UOM: Each Bid Qty: 1 Required: Yes Reserve Price: No
Description: Generator Maintenance - West TN. See Evaluation Model for lines
Question UOM Best Worst Response What is the unit price of this item?
Required: No Mandatory Response: No
Response Comments
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013911 Sell RFx 6 Event Round Version 1 1 Event Name Generator Maintenance - West TN - TEMA Start Time Finish Time
05/13/2026 08:24:00 CDT 06/03/2026 14:00:00 CDT
Bidder Information Firm Name:
Name: Signature: Date:
Phone #: Fax #:
Street Address:
City & State: Zip Code:
Email:
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013911 Sell RFx 7 Event Round Version 1 1 Event Name Generator Maintenance - West TN - TEMA Start Time Finish Time
05/13/2026 08:24:00 CDT 06/03/2026 14:00:00 CDT
Appendix A - Line Specifications Line: 1 Item ID: Line Qty: 1 UOM: Each Description: Generator Maintenance - West TN. See Evaluation Model for lines
Item Specifications
Manufacturer:
Mfg Item ID:
Item Length: 0 Item Height: 0 Item Width: 0 Dimension UOM:
Item Volume: 0 Volume UOM:
Item Weight: 0 Weight UOM:
Item Size: Item Color:
Shipping Information
Schedule: 1 Ship To: MILITARY PROCUREMENT OFFICE
3041 SIDCO DRIVE
DOCK 154
NASHVILLE TN 37204
United States
Quantity: 1 Due Date: 05/13/2026 Freight Terms:
Ship Via: Best Option Available
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013911 Sell RFx 8 Event Round Version 1 1 Event Name Generator Maintenance - West TN - TEMA Start Time Finish Time
05/13/2026 08:24:00 CDT 06/03/2026 14:00:00 CDT
Appendix B - Terms & Conditions
1. The undersigned acknowledges that all submitted information and documentation will become the property of the state of Tennessee. The undersigned also affirms that the information given above is true, accurate, and includes pertinent information necessary to identify and explain the operation of this organization to the best of my knowledge and is in no way misleading.
2. Should any data change in the future, the Supplier agrees to immediately submit the correct information electronically through the State's Supplier Portal.
If the information will be submitted in writing please mail to the following address:
Department of Finance and Administration 312 Rosa L. Parks Ave.
21st Floor Tennessee Tower ATTN: Supplier Maintenance Nashville, TN 37243
3. No person on the grounds of handicap or disability, age, race, color, religion, sex, national origin, creed, or any other classification protected by Federal and/or Tennessee State constitutional and/or statutory law shall be excluded from participation in, or denied benefits of, or be otherwise subjected to discrimination in the performance of the Contract or in the employment practices of the Contractor. The Contractor shall, upon request, show proof of such non-discrimination, and shall post in conspicuous places, available to employees and applicants, notices of non-discrimination.
Last Updated: 08/30/2016
Event Details (cont.)
Bidder: PUBLIC EVENT DETAILS
Submit To: Military Call for Shipping Information United States
Contact: Sharon Pope Phone: 615/741-9588 Email: Sharon.Pope@tn.gov
PeopleSoft Strategic Sourcing Event ID Format Type Page 34101-0000013911 Sell RFx 9 Event Round Version 1 1 Event Name Generator Maintenance - West TN - TEMA Start Time Finish Time
05/13/2026 08:24:00 CDT 06/03/2026 14:00:00 CDT
File details come from the government source that posted it. Updated .