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REQUEST FOR PROPOSALS

Project 2015-005 RFP Emergency Generator Maintenance and Repair Service

Multiple Sites

Proposal Deadline: Tuesday, October 6, 2015 @ 11:00 A.M. E.S.T

PART 1 - GENERAL

ARTICLE 1 1.1 Request

1.1.1 The City of Seneca request written responses to this Request for Proposal (RFP) for emergency generator preventative maintenance, repairs, and related services to be performed at multiple locations as identified in Exhibit “E” and made an integral part of this Proposal request. The proposed 12-month service period will tentatively begin November 1, 2015; with the option, at the sole discretion of the City, to extend the contract based on quality performance of the Contractor.

1.1.2 Responders are required to submit a complete bid proposal package to later than 11:00 A.M. on

Tuesday, October 6, 2015. By submitting a response to the City of Seneca, you are agreeing to all of the terms outlined in this RFP document.

1.2 Proposal Requirements and Examination of Work

1.2.1 The selected Contractor shall be currently in the business of providing maintenance services for emergency generators of this type and must have been doing so for a minimum of at least five (5) consecutive years. All applicable federal, state, and local laws, ordinances and regulations must be adhered to. 1.2.2 Responders submitting a bid proposal should review the procurement requirements listed. Specifically, the selected Contractor will be required to:

• Execute a Contractor Agreement with the City of Seneca;

• Complete certain forms and certifications;

• Maintain General Liability Insurance ($1,000,000 minimum); Workers Compensation Insurance ($500,000) and business automobile liability ($1,000,000) and furnish proof of such insurance.

1.2.3 Responders are advised to thoroughly examine the Request for Proposal requirements; it will be assumed that the Responder has investigated the work contemplated and is satisfied as to the

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requirements. It is mutually agreed that submission of a response to this Request for Proposal (RFP) shall be considered prima facie evidence that the responder has made such examination.

1.2.4 Before submitting a response to this Request for Proposal, the Responder shall have examined

the scope of work, visited the work site, and has become familiar with the working conditions and the exact nature and extent of the work; and taking into account any special or unusual feature(s) independent to a particular site. By submitting a response, the Responder, if selected for award, shall be deemed to have accepted the terms of this RFP.

1.3 Proposal Submittal 1.3.1 Proposal responses shall include all associated costs, and all proposal costs are to be final. Proposal shall include:

A minimum of two professional references. These references should be attached to the Proposal.

Current contact information, name, address, email address, telephone and fax number.

1.3.2 Completed proposals:

Must be received no later than October 6, 2015, 11:00 A.M. and;

Deliver to: City of Seneca, Finance Office, 221 E. North First Street, Seneca, SC 29678, or

Mail to: Seneca Light & Water, P.O. Box 4773, Seneca SC; Attn: Chris Brabham

Should be clearly marked “Project 2015-005 RFP: Emergency Generator Maintenance Service” NOTE: Proposals received after the deadline, at the sole discretion of the City, may be refused and deemed to be ineligible for consideration.

ARTICLE 2 2.1 Selection of Contractor 2.1.1 Seneca Light & Water (City) will review all proposals submitted and if it is deemed to be in the best

interest of the City, a Contractor will be selected. At its sole discretion the City shall be free to accept any proposal it deems appropriate. The City will determine the final scope and project components based on available funding.

2.1.2 The selected Contractor will be required to submit a Certificate of Insurance to be reviewed by the City’s Finance Officer.

2.1.3 A Contractor Agreement will be negotiated between the City and selected Contractor, with each agreeing to the terms of the contract and affixing authorized signatures. The Contractor will be required to complete all forms and certifications required by the City, State and Federal governments.

2.1.4 No Contractor who is the recipient of City of Seneca funds, or who proposes to perform any work or furnish any goods under a Contractor Agreement with the City of Seneca shall not discriminate against any worker, employee, applicant, or any member of the public due to race, color, sex, gender, sexual orientation, religion, age, marital status, national origin, veterans status, physical or mental disability or perceived disability, or other criteria protected by law.

2.1.5 Discriminatory practices based on the foregoing are declared to be contrary to the public policy of the City. The City of Seneca complies with all Equal Employment Opportunity requirements.

2.1.6 The City of Seneca does not discriminate in the admission of, or employment in, its programs,

activities or services. Minority and women owned businesses, as well as Contractors located in Seneca or Oconee County, are encouraged to submit proposals.

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.

September 10, 2015

REQUEST FOR PROPOSAL

Project #2015-005

Emergency Generator Maintenance Service

Fax Cover Sheet

Response Required: This page must be completed and returned ensuring receipt of future addenda

or additional information. Please fax this form to (864) 885-0357. All addenda and/or additional

information will be forwarded to the contact name and number listed below.

Firms that have not returned the cover sheet will not be informed of addendums and will only

be alerted to addendums by visiting the City of Seneca’s internet site: www.seneca.sc.us,

select Business and then Current Bid Proposals. Responders are required to acknowledge the

receipt of all issued addendums in their bid proposal submittal.

Company Name ___________________________________________________

Mailing Address ____________________________________________________

City, State, Zip _____________________________________________________

Contact Name ___ _________________________________________________

Phone Number ________________________ Fax _________________________

Email Address _____________________________________________________

Today’s Date _____________________________________________________

The City of Seneca web site www.seneca.sc.us

City of Seneca Light & Water Administration

221 E. North First Street P.O. Box 4773

Seneca, S.C. 29679

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PART 2 - THE PROPOSAL

ARTICLE 1 1.1 DEFINITIONS

a) Proposal Document includes: Proposal Requirements; proposed Contract Documents; Instructions to

Responders; Supplementary Instructions to Responders; Proposal Forms and any corresponding Addenda; all agreements, drawings, maps, specifications and other documents in this Request for Proposal (RFP).

b) Addenda are written or graphic instruments issued by SL&W subsequent to the issuance of the Proposal

Documents which modify or interpret the Proposal Documents by additions, deletions, clarifications or corrections.

c) Responder / Contractor, any person or entity that submits a complete and properly signed bid proposal in

response to this solicitation. Responders must submit all information required by the RFP. d) Base bid proposal includes a sum stated in the Proposal for which the Responder offers to perform the

Work described in the Proposal Document as the base, to which or from which Work may be added or deleted for the sums stated in any alternates.

e) An alternate sum (or Alternate) is an amount stated in the Proposal to be added to or deducted from the

amount of the Base Bid Proposal if the corresponding change in the Work, as described in the Proposal Document, is accepted.

f) Unit Price is an amount stated in the bid proposal as price per unit of measurement for materials,

equipment or services or a portion of the Work as described in the Proposal Document. g) The Project means maintenance and service of Emergency Generators as detailed in Exhibit A. h) Work means the services required by the Proposal Document, and include all labor, materials, tools,

equipment and services required to complete the Work in accordance with the Proposal Document. i) City / Owner / SL&W shall mean and refer to the City of Seneca Light & Water Department (City / SL&W, or

designated representative) with its principal place of business at 221 East North First Street, Seneca, South Carolina 29678.

j) Both “Contractor” and “Responder” are complementary in terms of duties, obligations and responsibilities

subsequent to the submission of a bid proposal through the evaluation process, contract execution, and delivery of the services. Contractor means the person(s), firm(s), or corporations(s) selected, by Seneca Light & Water, to carry out all duties, obligations, work and services described in the Request for Proposal and associated documentation, also which may include mutually agreed revisions.

k) Service(s) shall mean and include provisions by the Contractor of all services, work, duties and

expectations as described in the RFP. Also this means the whole of the work, tools, materials, labor, equipment, travel, fees, licenses, and all that is required to be completed and furnished by the Contractor.

l) Contractor Agreement / Contract Document / Service Contract means the written and signed documents

issued to contract for services and formalize the accepted bid proposal. m) Supply / Provide shall mean to supply and pay for; and, provide and pay for.

n) Shall / Must / Will / Mandatory refers to a requirement that is to be justifiably met.

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ARTICLE 2

2.1 RESPONDER’S REPRESENTATION

2.1.1 The Responder by submitting a bid proposal represents that the Responder has read and understands the Proposal Document and the bid proposal is made in accordance therewith.

2.1.2 The Responder has visited the site, and/or has caused to be visited, and is familiar with local conditions under which the Work is to be performed and has correlated the Responder’s observations with the requirements.

2.1.3 The bid proposal is based upon the materials, equipment and systems required by the Proposal Document without exception.

2.1.4 The bid proposal must include the firm’s history, owner’s biography, and brief resume of proposed staff for onsite supervision, and/or the quality assurance staff.

2.1.5 The Proposal must also include a list of current contracts, and/or three references.

ARTICLE 3

3.1 PROPOSAL DOCUMENT

3.1.1 Responders may obtain one (1) complete set of the Proposal Document from the City of Seneca at 221 E. North First Street, Seneca, SC 29678.

3.1.2 Responder shall use complete sets of Proposal Document in preparing bid proposals. Neither the SL&W nor its agents assume any responsibility for errors or misinterpretations resulting from the use of incomplete set of Proposal Document.

3.1.2 Copy availability of the Proposal Document on the above terms is solely for the purpose of obtaining bid proposals and does not confer a license or grant permission for any other use of the Proposal Document. The required pages of the Proposal Document (RFP, copies, etc.) are to be completed and returned as a response to this RFP.

3.2 INTERPRETATION OR CORRECTON OF PROPOSAL DOCUMENTS

3.2.1 The Responder shall carefully study and compare the Proposal Document, shall examine the site and local conditions, and shall at once report to SL&W errors, inconsistencies or ambiguities discovered.

3.2.2 Responders seeking clarification or interpretation of the Proposal Document shall do so in a written request sent to the designated SL&W representative.

3.2.3 Interpretations, corrections and changes to the Proposal Document will be made by Addendum. Interpretations, corrections and changes of the Proposal Document made in any other manner will not be binding, and Responders shall not rely upon them.

3.3 SUBSTITUTIONS

3.3.1 The Services, materials, products and equipment described in the Proposal Document establish a standard of required function, dimension, appearance and quality to be met by any proposed substitution. SL&W’s decision of approval or disapproval of a proposed substitution shall be final. If SL&W approves a proposed substitution prior to receipt of proposals, such approval made will be set forth in an addendum. No substitutions will be considered after the contract award unless specifically provided in the Contract Document.

3.4 ADDENDA

3.4.1 Addenda will be mailed or delivered to all who are known by the issuing office to have received a complete set of the Proposal Document.

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3.4.2 Copies of the Addenda will be made available for inspection wherever Proposal Documents are on file for that purpose. (City’s website: www.seneca.sc.us)

3.4.3 Each Responder shall ascertain prior to submitting a proposal that they have received all Addenda issued, and the Responder shall acknowledge the receipt of each addendum in their bid proposal.

ARTICLE 4

4.1 PROPOSAL PROCEDURES FORM AND STYLE

4.1.1 All proposal inquiries must be directed to owner’s authorized representative:

Chris Brabham City of Seneca Light & Water Department

Supervisor, Sewer Division 221 E. North First Street

P.O. Box 4773 Seneca, South Carolina 29679-4773

Tele: 864.885.2706 Fax: 864.885.0357

4.1.2 Proposal pricing shall be submitted on the Pricing Schedule Form (Exhibit C) attached hereto. All line items are to be completely filled out with the requested costs.

4.1.3 Where so indicated by the makeup of the Pricing Schedule Forms (Exhibit C), sums shall be expressed in figures.

4.1.4 All blank space on the Qualifications Form (Exhibit B) shall be filled by typewriter or manually in ink.

4.1.5 Interlineations, alterations and erasures must be initialed by the signer of the Proposal.

4.1.6 All requested Alternates shall be proposed. If no change in the Base Proposal is required, enter “No Change.”

4.1.7 Each copy of the Qualifications shall include the legal name of the Contractor and a statement that the Contractor is a sole proprietor, partnership, corporation or other legal entity. Each copy shall be signed by the person or persons legally authorized to bind the Contractor to a contract. Proposals by a corporation shall further give the state of incorporation and have the corporate seal fixed. A Proposals submitted by an agent shall have a current power of attorney attached certifying the agent’s authority to bind the Contractor.

4.2 SUBMISSIONS OF PROPOSALS

4.2.1 Proposals will be accepted in scanned electronic or in hard copy format.

4.2.2 Bid proposal and other documents required to be submitted shall be enclosed in a sealed opaque envelope. The envelope shall be addressed and identified with the Project name. If the Proposal is sent by mail, the sealed envelope shall be enclosed in a separate mailing cover with the notation “PROJECT 2015-005 RFP: EMERGENCY GENERATOR MAINTENANCE SERVICE” on the face thereof. Submit all bid proposals to the owner’s designated representative:

Chris Brabham

Seneca Light & Water Department 221 E. North First Street

P.O. Box 4773 Seneca, South Carolina 29679

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4.2.3 Bid proposals and other documents required for Proposal submittal may be sent electronically (fax only) to (864) 885-0357. Include on the fax cover sheet to the attention of Chris Brabham; subject of the fax as follows: Project 2015-005 RFP: Emergency Generator Maintenance Service: Contractor’s name. Responder(s) should request confirmation receipt of the electronic submittal.

4.2.4 Proposals fully completed shall be received by the City before 11:00 am on Tuesday, October 6, 2015. Proposals received after the time and date for receipt of Proposals will not be considered.

4.2.5 The Contractor shall assume full responsibility for timely delivery to the location designated for receipt of Proposals.

4.2.6 Oral, telephonic, or telegraphic Proposals are invalid and will not receive consideration.

4.3 MODIFICATION OR WITHDRAWAL OF PROPOSAL

4.3.1 Proposal(s) may not be modified, withdrawn or cancelled by the Responder during the stipulated time period following the time and date designated for the receipt of Proposals, and each Responder so agrees in submitting a Proposal.

4.3.2 Prior to the time and date designated for receipt of Proposals, bid proposals may be modified or withdrawn by notice to the party receiving the Proposals. Such notice shall be written and delivered to SL&W before the date and time set for receipt of Proposals.

4.3.3 Withdrawn Proposals may be resubmitted up to the date and time designated for receipt of Proposals, provided they are fully in conformance with Proposal requirements.

ARTICLE 5

5.1 PROPOSAL CONSIDERATION

5.1.1 SL&W shall have the right to reject any or all Proposals for any reason whatsoever, including without limitation, by reason of a Contractor’s failure to provide data required by the Proposal Documents, or because a Proposal is incomplete or otherwise irregular. SL&W reserves the right to suspend or terminate this Request for Proposal at any time and for any reason.

5.2 EVALUATION CRITERIA

5.2.1 The selection criteria will be based on the contents of the proposal and include, but not limited to, pricing, experience of management staff, company experience on projects of similar size and complexity and references.

5.3 ACCEPTANCE OF PROPOSAL (AWARD)

5.3.1 SL&W shall have the right to waive informalities or irregularities in a Proposal received and to accept the Proposal that, in SL&W’s judgment, is in SL&W’s best interests. The lowest priced proposal may not necessarily be the proposal that SL&W selects as “best value”. Submittal to this RFP becomes public information and results of the bid proposal will be published upon request.

5.3.2 SL&W shall have the right to accept alternates in any order or combination, and to determine the low Proposal on the basis of the sum of the Base Proposal and Alternates accepted.

5.3.3 The award to a successful Contractor is contingent upon the Contractor signing a Contractor Agreement (EXHIBIT F). SL&W reserves the right to amend or add to the Agreement in any way and to confer with the successful Contractor.

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ARTICLE 6

6.1 POST–PROPOSAL SUBMITTAL

6.1.1 The Contractor shall, as soon as practicable after notification of selection for the award of contract, furnish to SL&W in writing:

(i) A designation of the Work to be performed with the Contractor’s own force;

(ii) Names of the manufacturers, products and the suppliers of principal items or systems of materials and equipment proposed for the Work; and

(iii) Names of persons or entities (including those who are to furnish materials or equipment fabricated to a special design) proposed for the principal portions of the work.

6.1.2 The Contractor will be required to establish to the satisfaction of SL&W, the reliability and responsibility of the persons or entities proposed to furnish and perform the Work described in the Proposal Document.

6.1.3 Prior to the award of the contract, SL&W will notify the Contractor in writing if it has an objection to a person or entity proposed by the Contractor. If SL&W has an objection to a proposed person or an entity, the Contractor may, at the Contractor’s option, (1) withdraw the Proposal, or (2) submit an acceptable substitute person or entity.

6.1.4 Persons and entities proposed by the Contractor and to whom SL&W has made no objection must be used on the work for which they were proposed and shall not be changed except with the written consent of the City.

PART 3 – INSURANCE / EXHIBITS / MISCELLANEOUS

ARTICLE 1

1.1 INSURANCE

1.1.1 Workers' Compensation Insurance Contractor shall maintain workers’ compensation as required by law covering all Contractor employees in connection with the services outlined in this Agreement.

1.1.2 Insurance Contractor, at its expense, shall maintain at all times during the term of this Agreement, including any renewal, the following insurance policies:

(a) Commercial general liability insurance with limits to be set by SL&W from time to time but in any event not less than $2,000,000 combined single limit for personal injury, sickness or death or for damage to or destruction of property for any one occurrence;

(b) Comprehensive automobile insurance for all owned, hired, rented and non-owned trucks, vans, buses and/or automobiles, with limits not less than $1 million combined single limit for bodily injury and/or property damage;

(c) Umbrella liability insurance written in excess of the coverages provided by the insurance policies described in subsections (a) and (b), with a combined single limit not less than $5,000,000 for each occurrence of bodily injury and/or property damage;

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(d) Workers’ Compensation and Occupational Disease Insurance in accordance with the laws of the State of South Carolina, with a waiver of subrogation, and Employer's Liability Insurance with limits of liability of not less than

(i) $1,000,000.00 for bodily injury by accident for each accident;

(ii) $1,000,000.00 for bodily injury by disease for each employee; and

(iii) $1,000,000.00 aggregate liability for disease; and

(e) Insurance against such other risks and in such other amounts as SL&W may from time to time require. The policies required by subsections (a) and (c) herein shall name SL&W as an additional insured on a primary and not contributory basis, shall contain a waiver of subrogation, and shall require at least thirty (30) days’ prior written notice to SL&W of termination or material modification.

Contractor shall, at least ten (10) days prior to the Commencement Date, and within ten (10) days prior to the expiration of each such policy, deliver to SL&W certificates evidencing the foregoing insurance or renewal thereof, as the case may be.

1.1.3 Property Insurance SL&W insures its premises and all property contained therein insured against loss or damage from fire, explosion and similar casualties or other causes normally covered in standard broad form property insurance policies.

1.2 INDEMNITY

1.2.1 Contractor agrees to indemnify, defend and hold harmless SL&W and its trustees, officers, agents and employees, from and against any and all claims, demands, actions, liabilities, damages, costs and expenses, including attorneys’ fees (collectively, “Claims”), brought against or incurred by SL&W, including any brought by Contractor’s employees, for injuries to any persons and/or damage to, theft, misappropriation or loss of property.

1.2.2 Indemnified Claims are those that arise in any way from Contractor’s acts or omissions, its breach of the Contract Agreement or its failure to comply with state, local or federal laws or regulations.

1.2.3 For any Claims discussed in this Section, if any proceeding is filed against SL&W, Contractor agrees to defend SL&W at Contractor’s sole expense and by legal counsel satisfactory to SL&W, if so requested by SL&W.

1.3 CATASTROPHE

1.3.1 Neither SL&W nor Contractor shall be liable for failure to perform its respective obligations hereunder when such failure is caused by fire explosion, water, act of God, civil disorder or disturbance, strikes, vandalism, war, sabotage, weather and energy related closings, governmental rules or regulations, or like causes beyond the reasonable control of either party or for real or personal property destroyed or damaged due to such cause.

ARTICLE 2

2.1 OWNERS REPRESENTATIVE

2.1.1 Contact: Chris Brabham Seneca Light & Water 221 E. North First Street P.O. Box 4773 Seneca, South Carolina 291679 Tele: (864) 885-2706 // Fax: (864) 885-0357 Email: cbrabham@seneca.sc.us

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ARTICLE 3

3.1 CONTRACT DOCUMENT

3.1.1 The Contract Document consists of the following EXHIBITS:

A. Scope of Service B. Request for Qualification C. Pricing Schedule D. Generator Inspection Checklist E. Generator Location Map F. Contractor Agreement

ARTICLE 4

4.1 SCHEDULE - REQUEST FOR PROPOSAL

Tuesday September 15, 2015 Issue Public Notice

Monday October 5, 2015 End of Question Period

All Questions may be submitted to: Chris Brabham 221 East North First Street Post Office Box 4773 Seneca, SC 29679-4773; by Fax 864.885.0357; or Email: cbrabham@seneca.sc.us

Tuesday October 6, 2015 RFP Due Date – 11:00 A.M. All RFP must be delivered to: 221 East North First Street P.O. Box 4773 Seneca, SC 29678 No later than 11:00 A.M. E.S.T.

Friday October 9, 2015 End RFP Review

o Issue “Notice of Intent to Award”

o Contract Negotiation

o Sign Agreement

o Issue ‘Notice to Proceed’

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EXHIBIT A

Generator Maintenance Scope of Services

Scope: Provide the following minimum service to Twenty-three (23) Emergency Generator facilities. 1. Testing/Inspect generators in accordance with the listed specifications of section #2 and frequencies in

section #3.

2. Complete the Generator Inspection Form furnished by Seneca Light & Water (Exhibit D) or an approved alternate form.

3. Create/Update/keep log at generator of all inspections/tests

4. Generator Inspection Forms are to be submitted to the SL&W designated representative.

5. In accordance with the frequencies designated by SL&W, a licensed mechanic will provide annual preventive maintenance to generators/transfer switches per industry standards.

6. In accordance with frequencies established by SL&W, a licensed electrician is to perform a complete actual transfer of power from normal power to emergency power and back to normal power.

7. Optional as requested by SL&W staff: Annually provide licensed electrician to complete a full load test.

8. Must be able to provide 24-hour service to generators/transfer switch. Contractor should be on-site within 2 hours in emergency situations.

EQUIPMENT:

Station Generator Type Motor Type Motor Generator Generator Generator

Transfer Switch Transfer Transfer

Model

# Serial # Model # KW Type Serial # Model #

#2 Onan Genset Cummins C920455061 150DGFA 150 ASCO 502649-002RE

#5 Onan Genset Cummins C920455068 175DGFB 175 C9204550

89 OTCU6006

#8 Cummins Kubota F120356203 DSKAA-

1207397 Cummins OTECB-

1207396 F12346273

#10 Onan Genset Cummins G030523979 DGFA-

5628159 150 Onan G0305175

93 OTPCB-

5628185

#12 Cummins Cummins i070108723 DGBC-

5935247 40 Cummins i0701042

63 OTECA-

5935562

#17 Cummins Cummins G140714988 DGHCA-1410654 Cummins

OTECB-1410653

F14M705722

#20 Cummins Cummins 4BT3.9

-G4 C030476831 DGCB-

5600916 60 ASCO 502649-001RE

#21 Cummins Cummins 4BT3.9

-G4 C030483603 DGCB-

5602040 60 Manual Switch

#22 Olympian Cat OLY00000JNP

F02284 D50P3 50 Cat TSA00757 CTG

#23 Olympian Cat OLY00000AN

PF03908 D30P3 30 Cat TSA03663 CTG

#24 Cummins Cummins J070114943 DGCA-

5936267 50 Cummins i0701087

57 OTECA-

5936412

#25 Cummins Cummins 4BT3.3

-G6 H080200615 DGGD-

7225847 35 Cummins G0801948

45 OTECA-

7222502

#26 Kohler John Deere 2212017 100REOZJ

D 100 Kohler K2213533

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911 Stand-by

PS Olympian Cat OLY00000HN

AT01816 D150P1 150 ASCO 7000 418371

J7ACTSA30600C5XO

NH Generac 4494627 52400 7 Generac

GHS Generac 3156507 04109-0 8 Generac C1453

Peak Shave (DDC/MTU Model

2000DSEB)

GA (3) Kohler/Detroit Detroit Diesel

T163-7M36 See Below 7M4374 2,000 GE

WP (2) Kohler/Detroit Detroit Diesel

T163-7M36 See Below 7M4374 2,000 GE

DDC/MTU S/N

Location Engine S/N Gen S/N GA 1 5272001879 784936 GA 2 5272001836 785891 GA 3 5272001880 785892 WP 1 5272001843 784935 WP 2 5272001881 785889

rev 6/8/15 CB

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EXHIBIT A

Generator Maintenance Scope of Service SECTION 1: Regular Preventative Maintenance shall include as a minimum:

a) Replacement of Worn and Deteriorated Parts As a minimum, the following parts are to be replaced as part of Preventative Maintenance (if defective/worn):

All Radiator and Cooling Hoses Fuel Hoses Belts Spark Plugs Defective Wiring Defective Ignition Parts Oil Filter Air Filter Crankcase Oil Radiator Coolant Gearbox Oil Lubrication as Required

b) Check and Replace as Required

Ignition Wiring General Wiring and Connections Mufflers and Exhaust Pipes

c) Visual Inspection Checks Check Battery Electrolyte Level (If applicable) Check Battery Voltages

Stationary Voltage Cranking Voltage Running Voltage

Battery Charger Operation Clean & Tighten Battery Terminals Crankcase Oil Level Crankcase Breather, Check and Clean Radiator

Coolant Level Coolant Condition Leaks

Belts, Check Condition and Tension Hoses, Check Condition and Tighten Clamps Block Heater Operation Air Filter Condition and Duct Connections Check Drip Drain on Exhaust Inspect Exhaust Flex Connectors, Hangers & Supports Check Engine Electrical Connections

SECTION 2: Annual/Initial Preventative Maintenance (to include all items in section 1): a) Cooling System

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i) Change coolant treatment/anti-freeze ii) Change any filters iii) Clean exterior of radiators iv) Check coolant treatment (DCA) v) Check anti-freeze solution vi) Check water pumps & circulating pumps vii) Examine duct work viii) Clean/check motor operated louvers

b) Fuel System i) Drain fuel filter main tank ii) Drain fuel day tank filter iii) Change all filters iv) Inspect all components v) Analyze/replace diesel fuel

c) Lubricating System i) Change lubricating oil ii) Change lubricating oil filters iii) Clean crankcase

d) General i) Clean generator/engine with compressed air/degreaser ii) Perform test under full load iii) Check spark plugs and replace iv) Check operating alarms

e) Electrical System i) Battery electrolyte ii) Battery cap vents

f) Switchgear

i) Operate circuit breaker manually ii) Bus bars, bracing & feeder connections

g) Exhaust System i) General inspection of exhaust system h) Generator

i) Measure/record generator winding resistance ii) Control System iii) General inspection

j) Transfer Switch i) Inspect/replace contacts k) General

i) Check system ii) General inspection of emergency Stand-by system iii) Load bank test

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EXHIBIT B

GENERATOR MAINTENANCE SERVICE QUALIFICATION FORM

Company Information: Please provide the following information.

1. Legal Name: __________________________________________________________________

2. Legal Address: ________________________________________________________________

3. Company Main Phone Number: ___________________________________________________

4. Fax Number: _________________________________________________________________

5. E-Mail Address: _______________________________________________________________

6. Web Site: ____________________________________________________________________

Business Status: Check more than one if applicable.

Incorporated: ______ Sole-Owner: ______ Partnership: ______ M/WBE: ______

Traded: ______ Others: ________

Management Information: (provide attachments if spaces provided is insufficient)

1. Has your company ever been terminated on a contract for unsatisfactory performance?

Yes______ No _______ If Yes, describe in detail.

2. Does your company have 24-hour emergency services? Yes _____ No _____ 3. Provide your insurance information.

EXPERIENCE: 1. Is your company presently providing generator maintenance services for any major accounts similar to the scope of this RFP? Yes _____ No _____ 2. List Names, Locations and Contact Person for current contracts servicing 5 or more generators: Use attachment page if necessary. Name: ___________________________________________________________________________

Location: _________________________________________________________________________

Contact Person: ___________________________________________________________________

Phone Number: ___________________________________________________________________

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Name: ___________________________________________________________________________

Location: _________________________________________________________________________

Contact Person: ___________________________________________________________________

Phone Number: ___________________________________________________________________

Name: ___________________________________________________________________________

Location: _________________________________________________________________________

Contact Person: ___________________________________________________________________

Phone Number: ___________________________________________________________________

I certify that all the above information is correct to the best of my knowledge:

Signed ____________________________________________ Date __________________________

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EXHIBIT C

Pricing Schedule ALL Pricing Fields below must be entirely completed for bid to be valid

Total Annual Cost should include the cost for transfer load tests and regularly scheduled test/inspections distributed evenly between 12-months. The optional full load test is NOT to be included in the Total Annual Costs.

Seneca Light & Water

Generators

Make Total Annual

Cost Optional: Annual

Full Load Test Cost

#2 Onan Genset $ $

#5 Onan Genset $ $

#8 Cummins $ $

#10 Onan Genset $ $

#12 Cummins $ $

#17 Cummins $ $

#20 Cummins $ $

#21 Cummins $ $

#22 Olympian $ $

#23 Olympian $ $

#24 Cummins $ $

#25 Cummins $ $

#26 Kohler $ $

911 Stand-by:

PS Olympian $ $

NH Generac $ $

GHS Site Generac $ $

Peak Shave (DDC/MTU Model 2000DSEB):

GA – Unit 1 Kohler/Detroit $ $

GA – Unit 2 Kohler/Detroit $ $

GA – Unit 3 Kohler/Detroit $ $

Communication:

WP – Unit 1 Kohler/Detroit $ $

WP – Unit 2 Kohler/Detroit $ $

TOTAL

$

$

Please provide an hourly rate for regular hours outside this RFP/contract for additional work. Also, provide overtime hours for overtime within this contract or additional work with overtime. Regular Hours $_________ per hour Overtime Hours $_________ per hour

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EXHIBIT D

Contractor’s Inspection form may be used with SL&W approval

SL&W Generator Inspection Checklist

Generator Location: Generator Make:

With Unit Off

1 Walk Around/Visual Inspection. Completed Notes

A. Appearance �

B. Cleanliness �

C. Loose or broken fittings �

D. Loose or broken guards’ �

E. Condition of hoses �

F. Fluid leaks �

G. Loose or worn belts �

2 Check coolant level �

3 Check oil level �

4 Check Jacket Water Heater for proper operation. �

5 Check Air Cleaner indicator and for obvious restrictions �

7 Check/Test Day tank Pumps for proper operation �

8 Check Battery Electrolyte level - all cells �

9 Check Battery Cables for condition and tight connections �

10 Check Battery Charger for proper operation �

11 Check Alarm Lights at Control Panel and Remote Annunciator �

12 Check Intake and Exhaust Louvers for proper operation �

Operational Checks

13 Date: Start Time:

14 A. Oil Pressure �

B. Water Temperature �

C. Fuel Pressure �

D. Voltage Phase L1-L2 E. Amps 1 �

Phase L2-L3 Amps 2 �

Phase L3-L1 Amps 3 �

F. Frequency Stop Time

15 Record Engine Hours at the end of test �

16 Confirm the Generator Control Switch is in the "Auto" position �

17 Make sure the output Circuit Breakers are 'closed' �

18 Note any abnormalities discovered and other significant data

NOTE: Contractor shall notify

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EXHIBIT E

GENERATOR LOCATION MAP

Blank

To receive copy of the location map

Responders must fill-out the Fax Cover Sheet and submit with a request for copy of map

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EXHIBIT F

CONTRACTOR AGREEMENT THIS AGREEMENT is by and between City of Seneca (“Owner”) and _ (“Contractor”). Owner and Contractor, in consideration of the mutual covenants hereinafter set forth, agree as follows: ARTICLE 1 – WORK

1.01 Contractor shall complete all Work as specified or indicated in the Contract Document. The work is generally described as emergency generator maintenance / repair service.

ARTICLE 2 – THE PROJECT

2.01 Project for which the Work under the Contract Document may be the whole or only a part is generally described as follows:

PROJECT 2015-005 RFP: EMERGENCY GENERATOR MAINTENANCE & SERVICE

ARTICLE 3 – CONTRACTOR

3.01 The Contractor assumes all duties and responsibilities, and has the rights and authority assigned in the Contract Document in connection with the completion of work in accordance with the requirements established for this Project.

ARTICLE 4 – CONTRACT TIMES

4.01 The agreed 12-month service period will tentatively begin November 1, 2015; with the option, at the sole discretion of the City, to extend the contract based on quality performance of the Contractor.

4.02 At least five (5) business days prior to the commencement of the contract, the Contractor shall submit in writing to the City of Seneca Light & Water Department (herein referenced as Owner) or his/her designee, the name of the on-site Supervisor authorized to act for the Contractor in every detail.

4.03 The City or its appointee will confer with the Contractor and review specification requirements, total workload, and the schedule and procedures.

4.04 All routine work, when performed, shall be done Monday through Friday during SL&W normal business hours (7:30am to 4:00pm). No non-emergency work shall be done on Saturday or Sunday without prior authorization from SL&W.

ARTICLE 5 – PAYMENT PROCEDURES

5.01 Submittal and Processing of Payments Contractor shall submit Applications for Payment in accordance with the City’s standard billing procedures. Applications for Payment will be processed by Project Manager.

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5.02 Progress Payments Owner shall make progress payments on the basis of Contractor’s applications for payment. All such payments will be measured by the schedule of values.

ARTICLE 6 – CONTRACTOR’S REPRESENTATIONS

6.01 In order to induce Owner to enter into this Agreement, the Contractor makes the following representations: A. Contractor has examined and carefully studied the Contract Document and the other related data identified in the Bidding Documents.

B. Contractor has visited the Site and become familiar with and is satisfied as to the general, local, and Site conditions that may affect cost, progress, and performance of the Work.

C. Contractor is familiar with and is satisfied as to all federal, state, and local Laws and Regulations that may affect cost, progress, and performance of the Work.

D. Contractor does not consider that any further examinations, investigations, explorations, tests, studies, or data are necessary for the performance of the Work at the Contract Price, within the Contract Times, and in accordance with the other terms and conditions of the Contract Document.

E. Contractor is aware of the general nature of work to be performed by Owner and others at the Site that relates to the Work as indicated in the Contract Document.

F. Contractor has correlated the information known to Contractor, information and observations obtained from visits to the Site, reports and drawings identified in the Contract Document, and all additional examinations, investigations, explorations, tests, studies, and data with the Contract Document.

G. Contractor has given written notice of all conflicts, errors, ambiguities, or discrepancies that Contractor has discovered in the Contract Document, and the written resolution thereof is acceptable to Contractor.

H. Contract Documents are generally sufficient to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work.

ARTICLE 7 – MISCELLANEOUS

7.01 Assignment of Contract No assignment by a party hereto of any rights under or interests in the Contract will be binding on another party hereto without the written consent of the party sought to be bound; and, specifically but without limitation, moneys that may become due and moneys that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents.

7.02 Successors and Assigns Owner and Contractor each binds itself, its partners, successors, assigns, and legal representatives to the other party hereto, its partners, successors, assigns, and legal representatives in respect to all covenants, agreements, and obligations contained in the Contract Document.

7.03 Severability Any provision or part of the Contract Documents held to be void or unenforceable under any Law or Regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon Owner and Contractor, who agree that the Contract Documents shall be reformed to

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replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provision.

ARTICLE 8 – EXECUTION OF AGREEMENT

IN WITNESS WHEREOF, Owner and Contractor have signed this Agreement in two copies. One counterpart each has been delivered to Owner, and Contractor. All portions of the Contract Document have been signed, initialed, or identified by the Owner and Contractor or their designated representative, respectively. This Agreement is dated . OWNER: CONTRACTOR: City of Seneca Light & Water Department ___________________________________ By: By: _ Title: Title: _ Attest: Attest: _ Title:_ Title: _ Address for giving notices: Address for giving notices: _Seneca Light & Water Department _ ___________________________________ _P.O. Box 4773 __ ___________________________________ _Seneca, SC 29679-4773 __ ___________________________________ Agent for service of process: ___________________________________

(If Contractor is a corporation or a partnership, attach evidence of authority to sign.)