QA Memo - IFB CD 081826.pdf

This QA Memo relates to an Invitational For Bids (IFB CD 081826) issued by the New York State Office for People With Developmental Disabilities (OPWDD), Capital District Developmental Disabilities State Operations Office, for residential generator maintenance and repair services across seven counties in the Capital District region. The procurement encompasses full-service maintenance and repair of stationary residential generators at 75 community sites organized into three geographical clusters: Cluster 1 (24 sites in Albany, Rensselaer, Schenectady, and Schoharie counties), Cluster 2 (25 sites in Saratoga County), and Cluster 3 (27 sites in Warren and Washington counties). Equipment includes various models from manufacturers such as GENERAC, CENTURION, DAYTON, CUMMINS, and GUARDIAN, ranging from 5 to 45 kilowatts and fueled by natural gas or propane. Deliverables include semi-annual preventative maintenance (spring and fall), 24/7 emergency repair services with a 4-hour response time requirement, parts replacement, and operational testing. Bidders were required to submit proposals by August 18, 2026 at 2:00 p.m., with the anticipated award date of August 25, 2026. The contract term runs from March 1, 2027 through 2032. Bidders were permitted to submit proposals for one, two, or three clusters with multiple awards possible, and were required to conduct site inspections prior to submission and provide three professional references demonstrating at least three years of comparable experience.

Cost proposals must itemize preventative maintenance charges per event, labor at three hourly rates (normal, off-hours, and holidays), and parts with a markup not exceeding 20%. Award is made to the responsible and responsive bidder offering the lowest total annual estimated combined cost per cluster. Prevailing wage under New York Labor Law Article 8 applies, and contractors must submit Certificates of Registration with the New York State Department of Labor at bid submission. All applicable insurance is required, including $1,000,000 per person and $2,000,000 per accident liability coverage. MWBE, SDVOB, and DBE goals are all set at 0.00%. Pricing remains constant in year one, with subsequent annual adjustments not to exceed 3.0% based on the Consumer Price Index for the Northeast Region. The incumbent contractor is Penn Power Group, LLC. Questions were due July 28, 2026, with official responses provided by August 4, 2026.