Generator Maintenance - East TN - TEMA - UPDATED

The Tennessee Emergency Management Agency (TEMA), under the State of Tennessee, is issuing an Invitation to Bid for a three-year term contract (36 months effective May 15, 2026, with an optional 180-day extension) to provide comprehensive generator maintenance and repair services for emergency operations centers, radio sites, mobile units, and command trailers across East Tennessee counties including Rhea, Meigs, Bradley, Knox, Hamilton, McMinn, Franklin, and Chattanooga. The scope of work encompasses quarterly inspections, annual inspections, load bank testing (minimum every two years), preventative maintenance, emergency repairs, and spare parts provision for diesel, gasoline, and LP gas-powered generators ranging from 2 KW to 450 KW in capacity. The contractor must provide 24/7 emergency response capability with a two-hour on-site response time for emergencies and one working day response for non-emergencies, with services performed during normal business hours (8:00 AM to 4:30 PM, Monday through Friday) charged at regular rates and services outside these hours charged at premium rates. Pricing shall be submitted through the completed Evaluation Model, with unit pricing for annual maintenance ($250–$1,120 per unit), trip charges ($75 per visit), quarterly maintenance ($150–$350 per service), hourly labor for regular time ($80–$125 per hour) and premium time ($85–$187.50 per hour), and load bank testing ($500–$1,115 per test); repair parts and materials are billed at contractor cost plus 15 percent. Qualified respondents must demonstrate adequate service organization coverage across East Tennessee with trained personnel, proper licensing as contractors under Tennessee Code Annotated, and registration with the Tennessee Department of Revenue for sales and use tax. The contractor must maintain workers' compensation insurance, commercial general liability with a combined single-limit of one million dollars per occurrence and two million dollars aggregate, and automobile liability insurance. Responses must be submitted through the State's EDISON system by June 3, 2026, at 2:00 PM CDT, with a bid opening scheduled for May 13, 2026, at 8:21 AM CDT; written questions and comments must be submitted by May 25, 2026, at 2:00 PM CDT. Site visits are encouraged but not mandatory, and the contractor must meet with TEMA's point of contact, Jimmy Floyd, within fifteen calendar days of contract effective date.

The contract will be awarded as a single contract to the lowest-cost responsive and responsible respondent meeting all requirements and criteria, with the State reserving the right to conduct clarifications and negotiations, including target pricing negotiations, and to reject any or all responses in its sole discretion. No specific set-aside designations or restrictions on organization types are identified in the procurement documents, and no incumbent vendors or current contractors are noted. The estimated liability for the contract is $240,000, with contractor compensation limited to this Maximum Liability amount and total liability for all claims capped at two times the Maximum Liability ($480,000). All pricing shall be fixed for the contract term and quoted F.O.B. destination, with the State exempt from local, state, and federal excise taxes. The contractor must warrant labor and workmanship for one year against defects and absorb all costs for return visits due to faulty equipment, poor workmanship, or contractor negligence. Prospective bidders must demonstrate proof of registration with the Tennessee Department of Revenue, affirm compliance with the Iran Divestment Act, and certify non-debarment status prior to award.