Generator Maintenance - West TN - TEMA - UPDATED

The Tennessee Emergency Management Agency (TEMA) is soliciting bids through an Invitation to Bid (ITB) for comprehensive generator maintenance services serving facilities located in Haywood, Dyer, Madison, and Henry counties in West Tennessee. The procured services encompass preventive maintenance, quarterly inspections, annual inspections, load bank testing, emergency repair services, and parts supply for multiple backup power generation systems across radio sites, emergency operations centers, command trailers, and mobile units. Contractors must provide quarterly inspections on mutually agreed dates, annual inspections performed once per year, and load bank testing at least every two years utilizing portable load bank equipment. Emergency services must be available twenty-four hours per day, seven days per week, with a two-hour on-site response time for emergency situations and one working day for non-emergency situations. All work must comply with the National Electrical Code and manufacturer-recommended procedures, with qualified contractors required to establish a meeting with TEMA's Point of Contact, Jimmy Floyd, within fifteen calendar days of contract effective date. Contractors must submit written questions by May 25, 2026, at 2:00 PM CDT, with bids due by June 3, 2026. The contract is effective May 15, 2026, for an initial thirty-six-month term with an optional extension period not to exceed one hundred eighty days under identical terms and conditions. Contractors must be established, qualified service providers with full-time staff capable of dispatching technicians and must comply with the Tennessee Contractors Licensing Act, maintain workers' compensation insurance with limits of one million dollars, commercial general liability insurance with combined single limits of one million dollars per occurrence and two million dollars aggregate, and automobile liability insurance with limits of one million dollars.

The procurement contains no specific set-aside designations for disadvantaged or small businesses explicitly identified in the available documentation, though Tennessee state regulations may provide applicable opportunities. No incumbent vendors or current contractors are identified in the solicitation materials provided. The contract is structured as a single award to the lowest-cost responsive bidder meeting all specified requirements and criteria, with pricing submitted on a unit-cost basis across sixty line items covering service categories including annual maintenance, trip charges, quarterly maintenance, regular-time and premium-time hourly wages, load bank testing, and generator parts. Repair parts and materials must be new or manufacturer-approved with equal quality, billed at contractor cost plus fifteen percent, and contractors must provide original purchase invoices as proof of cost. The estimated total contract liability is $195,000 over the thirty-six-month initial term. Contractors must be registered with the State of Tennessee Supplier Portal prior to contract issuance, registered with the Tennessee Department of Revenue for sales and use tax collection, compliant with federal prohibitions on illegal immigrant employment, and adherent to applicable federal requirements including the Clean Air Act and Federal Water Pollution Control Act.