Maintenance of generators

The Town of Ramapo, located in Rockland County, New York, is requesting proposals for maintenance of emergency generators serving multiple municipal facilities under RFP TOR 08-26, with proposals due October 15, 2026 at 11:00 a.m. No incumbent has held a substantially similar contract within the past five years.

The scope covers bi-annual preventive maintenance, repairs, and emergency service for Kohler generators at fourteen facilities including sanitary sewer pump stations, the Police Department, Town Hall, and Central Garage. Vendors must propose labor rates for regular work hours (Monday through Friday, 7:00 a.m. to 3:30 p.m.) and after-hours/weekend/holiday work, plus lump-sum pricing for semi-annual preventive maintenance for each generator; material costs for corrective work are billed separately at contractor cost plus markup. Emergency service requires a technician on-site within three hours and a staffed office available 24/7/365.

Vendors must employ certified mechanics holding EGSA certification or recent Kohler factory training, demonstrate a minimum of three years documented experience with Kohler units, and maintain at least five qualified service technicians. Proposals must include a certificate of experience, certificate of equipment, and references from five current Kohler maintenance sites. General Liability Insurance of $1,000,000 aggregate and per occurrence, Workers' Compensation Insurance, compliance with New York State prevailing wage requirements, and non-discrimination provisions are mandatory.

The contract term is one year commencing October 16, 2027, with an option to renew for one additional year by mutual agreement. All prices must be firm with no adjustments permitted. Proposals are exempt from New York State competitive bidding statutes and fall below the dollar threshold triggering formal advertising. Pre-proposal facility inspections may be requested by vendors no later than fourteen days prior to the deadline. Award will be made to the lowest responsible and responsive vendor. Proposals must be submitted in both hard copy and electronic format (CD/DVD or flash drive) to the Director of Purchasing at Ramapo Town Hall, 237 Route 59, Suffern, New York 10901.