Specifications_for_Generator_Inspection.docx

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Specifications for Inspections and Certifications Scope of Work:

The purpose of this solicitation is to identify a qualified supplier for the Alabama Bureau of Pardons and Paroles (ABPP) to provide a yearly inspection and preventive maintenance for the generator at the ABPP Prep Center. The supplier will also provide a yearly load bank test of the unit six months after the yearly inspection and service. The supplier shall provide the service for the following generator:

· Manufacturer: Cummins, Inc.

· Model: DFEK-5743204

· Serial Number: A060871093

· Rating: 500kW

· Voltage: 24 VDC System All services shall comply with applicable code requirements and state standards.

Service Requirements:

A. Annual Inspection & Preventative Maintenance

· Perform comprehensive inspection of generator system including:

· Engine, alternator, control panel, cooling system, fuel system, exhaust, and battery system

· Change oil, filters (oil, fuel, air), coolant testing

· Inspect belts, hoses, connections, and wiring

· Battery testing and cleaning (24 VDC system)

· Verify control panel operation and alarms

· Check fuel quality and levels

· Inspect exhaust system and emissions components B. Operational Testing

· Start-up and run test under load

· Verify automatic transfer switch (ATS) functionality

· Check safety shutdowns and alarms C. Repairs

· Identify and document deficiencies

· Provide repair recommendations and cost estimates

· Perform repairs upon approval by Alabama Bureau of Pardons and Paroles D. Load Bank Testing

· Perform annual load bank test at minimum 30%–100% load

· Conduct 6 months after annual service

· Duration per code

· Provide full test report with readings and compliance confirmation

Supplier Requirements:

The inspections shall be tested and inspected in accordance with NFPA 70- National Electrical Code and NFPA 110 Standard for Emergency and Standby Power Systems.

The generator must be inspected and tested annually in accordance with applicable codes and regulatory requirements.

The supplier shall maintain a valid and current business license throughout the term of this agreement.

All technicians performing inspections and repairs during the term of this agreement shall maintain current certification through the Electrical Generating Systems Association (EGSA). It is preferred that the supplier has factory training with Cummins Inc. and is a preferred vendor.

The supplier must complete a background check administered by ABPP prior to commencing work at the Prep Center.

The supplier shall comply with all applicable federal, state, county, city, and local codes and regulations associated with inspections and equipment/part replacement services.

The supplier shall maintain, at its own expense, adequate insurance coverage, including General Liability and Workers Compensation, throughout the term of the agreement. Proof of insurance shall be provided prior to the commencement of work and upon renewal of policies.

The supplier shall provide priority emergency service for the generator system covered under this agreement. Emergency service shall be defined as any condition that renders the generator inoperable or unreliable. The supplier shall respond within twenty-four hours of notification, with shorter response times preferred. The supplier shall provide a contact method for after-hours and weekend emergency requests.

The supplier shall not perform any services, repairs, or equipment/part replacements outside the scope of this specification without prior written authorization. The supplier will not be compensated for any unauthorized work performed without an approved purchase order issued in advance.

Mandatory Site Visit:

A mandatory site visit will be required for all suppliers intending to submit a bid for this request for Bid (RFB).

· Vendors must sign in during the site visit.

· Only vendors who attend and sign in will be eligible to submit a bid.

· Failure to attend the mandatory site visit or failure to sign in will result in automatic rejection of the bid.

Vendors should come prepared to ask questions related to the requested services, specifications, and requirements during the site visit.

Questions related to the requested services, specifications, and requirements must be asked during the mandatory site visit. Only procedural questions will be accepted outside of the site visit.

Scheduling Requirements:

Upon completion of each service call, the awarded supplier shall provide ABPP with a detailed service report including:

· Description of service work performed

· Date of service

· Any identified deficiencies The report must also include estimated repair or replacement costs for any deficiencies identified.

Any equipment or part replacement work will require an approved purchase order issued in advance.

Quote Requirements:

Supplier quotes shall be provided in advance for any equipment or part replacement requiring a non-standard service trip due to damaged or deficient components.

All quotes must be fully itemized and include:

· Contracted hourly labor rate

· Number of technicians

· Manufacturer’s part cost

· Contracted markup percentage

· Selling price including markup

· Estimated labor hours for replacement

· Total estimated project cost Listed price cost shall be defined as the manufacturer’s cost plus the contracted percentage markup (example: part cost + 5%).

All required cost information must be clearly stated on the quote.

Invoicing/Pay Schedule:

The supplier shall submit all invoices after completion of services to the ABPP Accounts Payable section via email: invoices.payables@paroles.alabama.gov.

Invoices submitted prior to completion of services will not be accepted.

Payment terms shall be Net 30, paid in arrears after completion of services.

All invoices must include:

· ABPP Prep Center name and address

· Technician name(s)

· Current purchase order number

· Date of service Inspection invoices shall be itemized and include the inspection fee. The inspection fee shall include labor and travel costs.

If a non-standard service trip is required for equipment or part replacement, the invoice must include:

· Description of the replacement work performed

· Manufacturer’s part cost

· Contracted markup percentage

· Final selling price

· Technician and technician helper hourly rates

· Actual labor hours worked

· Total cost for parts and labor Facility Information:

Prep Center

4805 HWY 80 W

Uniontown, AL 36786