NECX_Generator_Contract_Specs.pdf

Specifications Northeast Correctional Complex (NECX), Generator Maintenance

Location:

Northeast Correctional Complex 5249 Highway 67 West Mountain City, TN 37683

Facility Contact:

Terry Henson, Facilities Maintenance Manager Terry.L.Henson@tn.gov

(423) 727-7387

GENERAL SCOPE OF CONTRACT

This is an Invitation to Bid (ITB) for Tennessee Department of Correction (TDOC), Northeast Correctional Complex (NECX), Site 1, 5249 Highway 67 West, Mountain City, TN 37683. The purpose of this document is to detail the requirements and specifications associated with the provision of preventative maintenance, service, and repairs of emergency generators located at the facility. All repairs and preventive maintenance must be performed within manufacturer’s specifications. This shall be an awarded procurement for a contract term of five (5) years.

Location:

Two (2) generators located at Northeast Correctional Complex Site 1, 5249, Hwy 67 West, Mountain City, Tennessee 37683

INSTRUCTIONS FOR BID PREPARATION

• Semi-Annual Inspections o Trip charges need to be included in the amounts bid; these costs cannot be billed separately when related to scheduled maintenance.

• Trip Charges o Service calls outside the scope of annual and quarterly inspections are to include all travel costs and associated expenses CIE: Personnel, Vehicle, Fuel, etc. per round trip. Return trips due to incomplete or unsatisfactory work shall be limited to single trip charges.

• Service Charges o Annual and quarterly inspections will be paid per contracted costs. Pre-approved and emergency repairs will be paid per contracted costs for time, material, and trip charges.

Technician Requirements mailto:Terry.L.Henson@tn.gov

• A background check is required on every Contractor that visits the Institution. A form will be provided by the Facility Manager, and it must be completed and returned before a Contractor can come on site.

• Minimum of five (5) years of experience in field troubleshooting, and repairs.

Types of Service

• Regular time: Service during normal business hours of 7:00 AM to 3:00 PM, Eastern Time, Monday through Friday excluding State holidays. Charges to be at regular hourly rates.

• Premium time: Services performed outside the normal business hours, Monday through Sunday, including weekends and/or holidays. Charges to be at premium hourly rates.

• Routine service and repairs shall be accomplished within 15 working days of receiving a Purchase Order.

Emergency Service:

• In emergency situations, the Facility Manager/Supervisor shall request the repairs by phone or email without a purchase order utilizing their name at the time of the request for authorization and following up with a purchase order number the next business day.

• Written quotes shall be provided for all repairs and services and actual price shall not exceed the quoted price. In times of an extreme emergency, the service Contractor may be provided a verbal authorization from the Facility Manager or Supervisor to proceed with a task. A written quote for the specific task must be provided the next working day and a Procurement Requisition or Purchase Order Number must be provided to Contractor the next working business day after receiving the quote.

• Contractor must arrive on site within four (4) hours of notification for emergency service/repairs.

The Contractor shall be available to respond to emergency repair service requests 24 hours a day, seven days a week, as determined by the Facility Manager based on the nature of the request. Only during emergency repairs shall premium time be authorized by the facility. All other repairs are to be performed by use of regular time as defined.

• The Contractor must provide telephone numbers of personnel to contact on an as needed basis for said services. An outside answering service and /or voice message system (I.E. electronic answering device, etc.) is not acceptable to the State as a contact for “emergency” and/or “non-emergency” situations.

Billing and Documentation:

• Upon arrival and departure of the facility all Contractors must sign-in and correctly fill out needed information on the facility’s Contractor log this will be the basis of labor payment. It is required that all Contractor service personally sign in and sign out 0n the Facility’s Contractor log this will be the basis to verify their presence and length of stay. Contractors shall also sign-in and sign-out with the job log sheet during the following: (1) lunch breaks when taken while performing services on-site;

(2) when going to obtain parts; (3) when going to another building; or (4) leaving the facility for any reason Contractor technicians shall also sign-in and sign-out with the job log sheet during the following: (1) lunch breaks when taken while performing services on-site; (2) when going to obtain parts; (3) when going to another building; or (4) leaving the facility for any reason.

• Trip charges are limited to a single charge per round trip or per given work order. Return trips due to incomplete work and/or services shall be limited to a single trip charge. Trip charge shall include any fuel, wear and tear on vehicle, overnight stays, meal allowance, etc.

• Contractor shall furnish a written field service report to Facility Manager at the conclusion of each visit documenting the time in which the Contractor’s technicians signed-in and signed-out, the status of the system upon completion of each visit, the schedule of test(s) being performed, percentage of system tested, field devices tested, comments/recommendations, repairs performed, and any replacement parts that were ordered or installed. The Contractor shall ensure that all testing equipment used in specified services have been correctly calibrated and may be required to provide evidence of proper maintenance and calibration to the Facility Manager upon request. Please note that the Contractor must have prior approval from the Facility Manager before any repairs are made and before any replacement parts are ordered. The written report shall be required as supporting documentation of services provided and to assist in expending payment upon receipt of invoice.

Parts and Invoicing:

• Contractor must supply purchase invoices for parts to the Facility Manager within ten (10) business days of receipt of parts.

• All parts, materials, supplies, and equipment will be billed at Contractor cost, minus any applicable sales or use tax pursuant to Tennessee Code Annotated, Section 67-6-209, plus fifteen percent (+15%). Reference Standard Term & Condition titled “Taxes”. If the Contractor cannot produce a copy of the original purchase invoice as proof of cost, the state may verify current market value and if necessary, adjust the invoice to reflect fair market price.

• The Contractor will be responsible to provide all warranty documentation, service tickets, parts, and materials invoicing to the Facility Manager before the invoice can be processed. All repairs must retain at least a 30-day warranty for parts and labor.

• Facility purchase order numbers shall be referenced on all correspondence.

• Copies of invoices must be shared with the maintenance secretary and accounting department.

Reporting Requirements:

• All work must be approved in writing by the Facility Manager prior to starting any repair, test, or modification.

• Contractor must furnish a written service ticket to the Facility Manager upon conclusion of each visit, whether the visit was non-emergency or emergency type.

• All visits by the Contractor must be logged on site as to date and time (in/out) by Facility Manager, facility security personnel, and/or authorized representative. It is required that all Contractors personally sign-in and sign-out to verify their presence and length of stay at the facility.

Payment Conditions:

• Payment is contingent upon proper documentation, including service tickets, parts invoices, and warranty.

• The Contractor shall note the facility’s purchase order number on all correspondence, billing, service tickets, and invoices that apply to a service repair so as the facility’s billing package will ensure proper payment.

• The Contractor shall submit as backup documentation a copy of the original purchase invoice(s) as proof of cost for parts, material, supplies, and equipment. This backup documentation must accompany the invoice for the agency to process payment. If the Contractor cannot produce a copy of the original purchase invoice as proof of cost, the state may verify current market value and if necessary, adjust the invoice to reflect fair market price.

Equipment List: Site 1

• One each Cummins, Model 1250kta, Serial # l890289292 480 volt, 3 phase 1250 kW, 1800 rpm

• One each Cummins Model #dfce-5628942, Serial # 0#h030535011, 480/277 volt, 3 phase 400 kW

1800 rpm

Semi Annual Services – Diesel

1. Fuel Systems:

A. Drain water and sediment from fuel filter canisters and filter elements.

B. Ensure proper operation of transfer pump.

C. Ensure proper operation of solenoid valve.

D. Ensure proper operation of fuel gauge and vent.

E. Ensure all fuel line fittings are tight.

F. Check and adjust carburetor choke where applicable.

G. Drain water separators where applicable.

H. Perform an overall inspection of all fuel components and ensure no leaks are present.

2. Lubricating System:

A. Change oil and filters.

B. Check and record engine oil pressure.

C. Check engine for oil leaks.

3. Cooling System:

A. Check all cooling system hoses and connectors for proper tightness.

B. Check and fill coolant to proper level.

C. Check freeze protection point and ensure it is 0 and below – add antifreeze if required.

D. Check condition of fan belts – replace as needed when showing signs of wear or dry-rot.

E. Check and record operating temperatures of the fan shaft and shaft pillow block bearings if applicable.

4. Exhaust System:

A. Check for exhaust leaks.

B. Check and repair insulation.

C. Drain condensate trap if applicable.

5. Air Intake system:

A. Check air inlet piping for leaks.

B. Check condition of air filter element.

C. Replace air filter as needed.

D. Drain airbox.

6. Engine Electrical Starting System:

A. Clean battery terminals and cables and ensure no corrosion is present.

B. Service engine batteries as required by manufacturer add distilled water to maintain proper electrolyte level.

C. Check and record cold cranking amps of each battery.

D. Check operation of charger and record charge rate.

E. Check and record battery specific gravity and charge state.

F. Check and record battery voltage of each battery.

G. Check and tighten all dc electrical connections.

H. Check and tighten all connections between batteries and ignition.

I. Check and tighten all connections for the alternator.

J. Perform an indicator lamp test on the control cabinet located in the generator compartment and replace lamps as necessary.

7. Engine and Mounting:

A. Visually inspect, lubricate, and tighten all engine mounts as required in the engine manufacturer’s maintenance manual.

B. Visually inspect, lubricate, and check governor operation.

C. Check for unusual conditions i.e. Vibration, deterioration, leakage, high surface temperature, and/or excessive noise.

8. Control System:

A. Check operation of all gauges and meters.

B. Check operation of all controls.

C. Check shutdown system.

D. Verify proper operation of remote annunciator panel if applicable.

9. Generator:

A. Check main circuit breaker for operation (if applicable).

B. Check transfer switch for proper condition and operation.

C. Clean and tighten all connections as needed.

10. Switchgear Components:

A. Inspect cables, clean and tighten all connections as needed.

11. AC Electrical System:

A. Clean and tighten all power cable connections.

B. Circuit breakers, fuses (do not break manufacturer’s seals or internally inspect these devices): visually inspect, check, replace as necessary, clean and test.

C. Wire abrasions where subject to motion: visually inspect and check.

12. General Requirements:

A. Perform a facility load test for a minimum of 90 minutes not to include start up and shut down times to ensure generators are fully operational

B. Ensure control panel is in the automatic mode when test is complete C. Provide a full report of the readings to the agency representative upon completion D. Notify agency of any additional needed repairs and provide a written quote to the facility manager within 5 business days E. Provide a written legible service ticket or electronic version to show all results of all required tasks F. Check battery charger operation.

G. Check and test all annunciator switches.

Load Bank Test:

A. In year one and year three of the contract, provide a load bank, transformer, and necessary power cables of sufficient size and perform a resistive load bank test on each generator – two (2) per duration of the contract, time of need shall be determined by Facility Manager. Load bank testing shall be performed for a period of four (4) hours at one hundred percent (100%) of the generator's rated capacity.

B. Provide a full report of the readings to the agency representative within five (5) business days upon completion.

Service Guidelines:

A. Emergency power supply system shall be maintained not less than the preventative maintenance schedule found in n.f.p.a. 110 1996 edition, table aa-6- 3. 1(a) level 2 as a minimum guide for service expected.

B. Contractor shall utilize and adhere to all current manufacturer service manuals and bulletins, the successful Contractor must provide copies of all new ITB Event # 32943-40101-11379 NECX Generator Maintenance service bulletins and manual updates to the Facility Manager, Terry Henson.

Parts:

A. Repair parts are to be OEM manufacture parts unless prior authorization is given by the Facility Manager on each individual case. All current and future parts warranty will be honored to their individual expiration date and copies of warranty provided to the Facility Manager with delivery of parts.

B. Contractor must provide a written quote that includes manufacturer, part number, part description, retail price, Contractor price plus fifteen percent (15%) mark-up, and labor to install parts.

C. Contractor must provide a written statement as to why parts failed if requested by institution.

Repairs:

A. The Contractor shall be responsible for furnishing all materials, supplies, equipment, labor, modifications, and services needed to complete all testing, inspections, modifications, calibrations and/or repairs.

B. All repairs must be approved by the Facility Manager or Facility Administrator, prior to commencing any repairs and/or replacement of parts.

C. At Maximum Not-to-Exceed Cost will be submitted in writing to the Facility Manager or Facility Administrator. No work shall begin until written approval from the Facility Manager or Facility Administrator is received.

D. No increases to the Maximum Not-to-Exceed Cost will be allowed unless approved in writing by the

Facility Manager or Facility Administrator.

All bidders are strongly encouraged to make a site visit. The State of Tennessee is not responsible for errors and/or omissions in bidders pricing due to not having made a site visit.

Contact for a “walkthrough” appointment:

Facility Manager: Terry Henson Email: Terry.L.Henson@tn.gov Phone: (423) 727-7387 5249 Highway 67 West Mountain City, TN 37683 mailto:Terry.L.Henson@tn.gov