Generator Startup/Setup, Repairs, and Maintenance Services

The Commonwealth of Kentucky Finance and Administration Cabinet is requesting bids for generator startup, setup, repairs, and maintenance services to establish a master agreement serving all state agencies and political subdivisions, with bids due July 31, 2026 at 1:30 p.m. and written questions due July 15, 2026. Kentucky resident bidders receive reciprocal preference in scoring, and qualified bidders including Kentucky Industries for the Blind and nonprofits serving individuals with disabilities receive a 15 percent preference.

The scope encompasses generator inspections with 4-hour load bank tests and oil sampling, manufacturer-specified maintenance during normal business hours (8:00 a.m. to 5:00 p.m., Monday through Friday) and after-business hours (5:01 p.m. to 7:59 a.m.), and emergency repairs at high-risk locations requiring one-hour response and two-hour on-site arrival. Vendors must list all authorized generator manufacturers they service and identify which of twelve service districts they cover. All work must comply with NFPA, life safety, state, and federal regulations. Repair parts must be provided at cost without markup per KRS 45A.125.

The master agreement runs from award through August 31, 2027, with four optional two-year renewal periods subject to written approval and potential term renegotiation. No anticipated spend is specified, as requirements will vary by agency. Pricing is structured as a trip charge (per mile, one-way basis), normal business hours labor rate (hourly), and after-business hours labor rate (hourly), submitted on the bid sheet with actual pricing provided separately from the required $.01 electronic bid entry. Prices must remain firm for the first twelve months, with increases thereafter requiring written justification based on industry-wide price changes.

Evaluation uses a best-value approach with 100 total points: Serviceable Manufacturers List (pass/fail), Price (88 points, with lowest bidder receiving maximum points), and Serviceable Districts (12 points, one point per district served). All line items are required for responsiveness; the contract will be awarded as a group. Vendors must maintain Commercial General Liability Insurance of $1 million per occurrence and $2 million aggregate, register in the Commonwealth eProcurement System, and submit tax registration and required affidavits prior to award.