Scope of Work Generator PM & repair.pdf

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veterans Services (ODVS)/Ohio Veterans Home (OVH) – Georgetown is seeking bids for Preventative Maintenance and Load Bank Testing for Generators as well as repairs needed for the upkeep of these Generators at 2003 Veterans Blvd., Georgetown, OH 45121.

Only accepting bids from suppliers on the index number MAC034.

Mandatory Site Visit A mandatory site visit will be held. Suppliers attending the mandatory site visit are required to sign in and attendance will be taken. The site visit will commence promptly on the date and time listed below, barring any unforeseen circumstances that result in a delay of the site visit. The State will not be responsible to a Supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened. Failure to attend the site visit will render that Supplier’s proposal non-responsive and ineligible for award.

Arrival Time and Date Location Entrance August 5,2025 Will begin promptly at 10:00 am

2003 Veterans Blvd., Georgetown, OH 45121

Main Entrance

State of Ohio Terms and Conditions Terms and Conditions can be located on the Documents tab in this solicitation.

Purpose Objective Preventative Maintenance and Load Bank Testing for Generators as well as repairs needed for the upkeep of these Generators.

OVH-G Equipment to be Maintained:

Generator #1 (750kW)

Generator #2 (350kW)

Generator #1 Engine Model Model S/N Kohler Brand 750 AS12A2-Y2PTAW-2 750REOZMB 2315023

Generator #2 Engine Model Model S/N Kohler Brand 350 Detroit series 60 350REOZD 734108

Scope of Work (SOW)

1. The Scope of Work for this Contract includes the inspection, testing, preventive maintenance and repair services for emergency power generators (free-standing, mobile and fixed units) and associated systems.

2. ODVD/OVH is requesting the supplier to perform the duties outlined in Attachment A (Preventative Maintenance and Inspection Requirements)

3. ODVS/OVH is requesting the supplier to perform Preventative Maintenance on the transfer switch(s) as outlined in Attachment B (Transfer Switch Preventative Maintenance Requirements).

4. ODVS/OVH is requesting the supplier to perform a fuel test as part of Preventative Maintenance.

5. ODVS/OVH is requesting the supplier to ensure that an alarm annunciator is present, properly located per NFPA Standard 99 and operational to indicate alarm conditions of the emergency power source as follows:

a. Individual visual signals shall indicate the following

i. When the emergency power source is operating to supply load

ii. When the battery charger is malfunctioning

b. Individual visual signals plus a common audible signal to warn of an engine-generator alarm condition shall indicate the following

i. Low lubricating oil pressure

ii. Low water temperature

iii. Excessive water temperature

iv. Low fuel when the main storage tank contains less than a 4-hour operating supply

v. Over crank (failed to start)

vi. Overspeed

6. ODVS/OVH is requesting the supplier to ensure that a Generator Emergency Stop Station is present, properly located per NFPA Standard 110, clearly labeled as “Generator Emergency Stop”, and optional.

7. During the term of the contract, the Contractor must provide, without additional charges, consultation services for any upon request of the facility contact for any equipment included in a current Preventative Maintenance Agreement. A technician familiar with the facility and equipment must provide this consultation.

8. The type of consultation must be provided by the facility contact, and may include, but not limited to, problem solving, recommendations, specification development and preparing written reports.

9. The Contractor must maintain, for the user, a complete set of records of the inspections, including, but not limited to, inspection dates, equipment checked, pieces of equipment replaced, oil analysis report, technicians involved, system operation and performance status, recommendations for improvement, etc. The records must be provided to the facility upon request.

10. ODVS/OVH is requesting the supplier to complete all Preventative Maintenance before October 31, 2025.

The awarded Solicitation shall be valid for until 06/30/26, with the option of an additional year.

Load Bank Test

1. ODVS/OVH is requesting the supplier to perform a 4-hour load bank test as follows:

a. Run time under 50% load for 2 hours

b. Run time under 75% load for 1 hour

c. Run time under 100% load for 2 hours

d. During the above run times, ODVS/OVH requests that Supplier shall record all data

(i.e., oil pressure, coolant temperature, fuel pressure, voltage and frequency on all three phases, Hertz, battery temperature, ambient temperature) every 15 minutes generating a report of date.

e. Identify proper operation of fuel system, cooling system and overall condition of engine/generator set.

f. Load bank testing shall be performed with no interruption to the normal power supply.

g. The Contractor must perform the inspections, testing (non-load and full-load), and preventive maintenance service of the generators and associated systems at the facility based on the service frequency quoted.

h. Following completion of each inspection, the Contractor's team must review with the facility contact, the details of the work just completed and the condition of the system, plus any recommendations for necessary repairs or improvements to the system.

Quotations for recommended repairs must be sent to the facility contact person within ten (10) days from the facility’s request. Within two (2) weeks following an inspection, the Contractor must file a written inspection report with the facility contact person.

The Contractor must provide consultation services, by telephone (at no additional cost), to the facility to assist them in trouble- shooting problems with their emergency generator systems.

2. ODVS/OVH is requesting supplier to complete Load Bank Test before October 31, 2025.

3. ODVS/OVH is requesting supplier shall provide their own transformer for conducting the load bank test. supplier can “tie in” through the back of the generator house.

Expectations

1. All service work will meet and/or exceed manufacturer/industry standards, to be in compliance with NFPA Standard 101 (2012 Edition), NFPA Standard 99, Health Care Facilities Code and NFPA Standard 110.

2. Standard 110, Standard for Emergency and Standby Power Systems, and all applicable federal, state and local laws.

General Provisions

All work must comply with any ADA and OSHA Standards and all federal, state, and local regulations.

1. All service work will meet and/or exceed manufacturer/industry standards, be in compliance with NFPA Standard 99, NFPA Standard 70, Health Care Facilities Code and NFPA Standard 110.

2. Contractor shall at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the ODVS/OVH employees, residents and property.

3. The Contractor shall be responsible to repair any and all damages, caused by contractor negligence, to the ODVS/OVH property and grounds at the contractor’s expense.

4. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

5. All Contractor scheduled services must be done at times approved by the appropriate ODVS site representative. All service activities should be performed during mutually agreed upon hours unless the particular service request requires otherwise.

6. The Contractor and its personnel shall follow all ODVS/OVH security check-in procedures upon arrival and while at the facility.

7. The Contractor must sign-in and out of ODVS/OVH and pick up an ODVS/OVH Contractor badge when performing services at OVH. Failure to sign in and/or out may be grounds for termination and/or deemed as not providing services.

8. The Contractor must be responsible for having a current Safety Data Sheet (SDS) for any chemical the Contractor brings onto facility grounds for the purpose of this Contract (ref. OSHA Standard CFR 1910.1200). A copy of this SDS must be given to the facility contact prior to using the chemical.

9. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor.

10. All Contractor provided services must be performed by Original Equipment Manufacturer (OEM) trained or properly certified personnel, where applicable.

11. The Contractor shall be responsible for removal of all debris from the worksite and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property. Removal and proper disposal of all materials, including, but not limited to, oil, coolant, fluids and parts, will be the responsibility of the Contractor. Disposal of materials must be in accordance with all federal, state and local laws.

12. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the SOW.

13. Elapsed time between scheduled service visits at facility must be within a two (2) week period of the scheduled service date. Deviation from this schedule may be cause for cancellation of this contract.

14. If preventive maintenance is not performed on schedule and is the cause of further damage, the Contractor will be responsible for all costs of the resulting damage and repair of any equipment or facilities.

15. Upon completion of an inspection, the Contractor's team must leave the systems in satisfactory working condition; or, if not in operation, the team must inform the facility contact, explain why it is inoperative, and what must be done to put it into satisfactory working condition.

16. Contractor shall provide one (1) week notice of intended dates and times of service before scheduled service. Services shall be performed Monday through Friday (excluding State of Ohio Holidays) between the hours of 7:00am and 3:00pm unless a different time and/or date is approved by ODVS/OVH Site Representative(s) in advance.

17. The Contractor must respond to emergency service calls and have appropriate staff onsite within 4 hours of the initial call unless approved by DVS. The facility may contact the Contractor via office or cell phone and answering machine, as acceptable communication medium. Any situation that results in a non-operational power generator may be considered an "Emergency.

18. The Contractor must provide a 24-hour, seven day a week, 365 day a year method for direct contact. The Contractor must be capable of responding at any time of the day or night upon notification when a shut-down or emergency has occurred.

19. Rescheduling Services – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with ODVS/OVH staff.

20. The Contractor must guarantee their workmanship and material for a period of one year from the date of acceptance by the facility and must promptly remedy, at the Contractor’s expense, all defects which become evident during the guarantee period, and pay all expenses for any damage to other systems or structures resulting from work on the generators and associated systems.

Rental Generators

1. The Contractor must provide rental generators within twenty-four (24) hours after having received the request from a facility contact. The Contractor's rental rates must be those currently in effect at the time of the rental. If the Contractor does not have the type and size of generator required in stock, the Contractor will secure the generator from a third party.

2. The Contractor will provide the rental generator at the rate provided in their quote and shall not exceed a twenty percent (20%) markup based on the third-party rental cost. The third-party invoice must be submitted as documentation. The requested rental generator markup % must be submitted on the Bid Price Page.

3. The Contractor must deliver and install the rental generator and all required equipment at the facility. Operational instructions must be given to the facility contact, and/or designee. Rental generators must be of equal size and output range for each unit replaced.

Additional Terms and Conditions for Contracts

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of ODVS may endanger staff and/or visitors, shall not be permitted to perform work at ODVS under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by ODVS.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agents’ employees, representative, and sub-contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations.

A random selection process will be used to identify contractors for testing. Selected contracts will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All cost associated with random drug testing shall be the responsibility of the Department.

All drug testing results and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

4. Due to HIPPA and Privacy Laws the agency may enforce additional requirements. These requirements may include, but are not limited to:

A. Background Checks B. Non-Disclosure Agreements C. Confidentiality and Conduct Agreements

Bid Submission Contractors shall submit all bids in OhioBuys.

Bid Awarding Process The intend is to award this solicitation to the lowest and responsive bidder.

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order and notated on the invoice. Invoices must be considered a proper invoice under ORC 125.01.

Proper invoice can be emailed to invoices@dvs.ohio.gov .