RFQ Generator~1.docx

Request for Quotation (RFQ) Generator Service, Maintenance, and Repair Contract Confederated Tribes of Coos, Lower Umpqua and Siuslaw Indians (CTCLUSI) is seeking qualified and experienced service providers to submit quotations for routine service, maintenance, and repair of six (6) of our backup generator systems located in Coos Bay, Oregon.

Scope of Work. The purpose of this contract is to provide routine and emergency maintenance services for the backup generators. The selected service provider shall ensure that the generator(s) remain in optimal operating condition to provide uninterrupted power supply during outages, thereby supporting CTCLUSI Admin and Healthcare Clinic buildings continuous delivery of care.

Objectives:

1. Maintain generator functionality at all times.

1. Minimize downtime and prevent power disruptions.

1. Extend the operational life of the equipment through scheduled preventive maintenance.

Preventive Maintenance:

1. Conduct routine inspections and servicing (monthly/quarterly or bi-annually as required).

1. Check and replace fluids (oil, coolant, etc.).

1. Inspect and clean fuel systems, filters and air intake filters.

1. Test batteries and charging systems.

1. Inspect belts, hoses and all visible components for wear and damage.

1. Run-load testing to confirm operational readiness.

1. Log all inspection and maintenance activities.

Repair services

1. Provide response and repairs in case of generator failure.

1. Available within x hours of notification (labor and travel costs)

1. Diagnose and resolve mechanical or electrical faults.

Reporting

1. Submit detailed maintenance reports after each visit.

1. Include recommendations for future repairs or upgrades.

1. Provide service logs for regulatory and compliance tracking.

Compliance Ensure all work is performed in accordance with local, state, and manufacturer safety and regulatory requirements.

Parts and Consumables Supply and install all necessary OEM parts and consumables, unless otherwise specified.

Generator Details:

Generator Location (1) Admin 1245 Fulton Ave

• Make/Model: Kohler 135ROZJ

• Fuel Type: Diesel Generator Location (2) Admin Building DNR 1245 Fulton Ave

• Make/Model: RDO544GDAL

• Fuel Type: Diesel Generator Location (3) Admin Building behind Pole Barn

• Make/Model: WINCO

• Fuel Type: Diesel Generator Location (4) Community Center 338 Wallace

• Make/Model: D50-6 CAT

• Fuel Type: Diesel Generator Location (5) 150 S Wall

• Make/Model: Kohler 150REOZF

• Fuel Type: Diesel Generator Location (6) Coos Head Road

• Make/Model: Kohler 50REOZJC

• Fuel Type: Diesel Quotation Requirements:

Please include the following in your quote:

• Company profile and relevant experience

• Pricing structure (itemized rates for service, labor, parts, emergency response, travel, mileage, and etc.)

• Response time for repairs (generator failure)

• Warranty details on parts and services

• Availability of 24/7 support

• Validity period of quotation

• Any applicable taxes and delivery charges Contract Duration 2-year term with option to renew for an additional year.

Submission Deadline:

All quotations must be submitted by via email the subject line “Generator Service” by May 14, 2025 at 3 PM to:

Norbert Johnson (njohnson@ctclusi.org) Should you require further information or wish to schedule a site visit, please submit your request via email thru May 23, 2025 at 3 PM to:

Norbert Johnson (njohnson@ctclusi.org Late submissions will not be accepted.

Evaluation Criteria:

Quotations will be evaluated based on:

• Fee Schedule

• Vendor experience and references

• Response time and support availability

• Compliance with technical requirements

* Certificate of insurances Terms and Conditions:

It is the sole responsibility of the Vendor to provide all information requested and meet all requirements of this RFQ. CTCLUSI has no express or implied obligation to reimburse any Vendor for any expenses incurred in preparing quotes in response to this request.

We appreciate your consideration in submitting your Request for Quote. Please ensure that all required details are included for a thorough evaluation. We look forward to reviewing your submission