COUNTY OF ROANOKE FINANCE DEPARTMENT PURCHASING DIVISION Date Posted: 6/18/2018 Dawn M. Rago Buyer P.O. Box 29800 5204 Bernard Drive SW, Suite 300F Roanoke, VA 24018 Phone: (540) 283-8150 Fax: (540) 561-2827 [email protected] INVITATION TO BID #2018-109 Generator Maintenance and Inspections for County of Roanoke Sealed Bids Due: 7/24/2018 2:00 PM (Local Prevailing Time) One (1) Original One (1) Complete Copies One (1) Electronic Copy INVITATION TO BID #2018-109 GENERAL INFORMATION The County of Roanoke, Virginia, is requesting sealed bids for the procurement of a qualified Vendors to provide preventative maintenance and inspections of various generators at various locations located within the County of Roanoke. The County of Roanoke invites any qualified Vendor to respond to this IFB by submitting a quote for such work, service and/or items consistent with the terms and conditions herein set forth.. SUBMISSION OF THE BID One (1) Original, one (1) complete copy and, one (1) Electronic Copy (USB preferred), of the sealed bid. The Bid will be accepted at and until 2:00 PM (local prevailing time) on July 24, 2018, at the Department of Finance, Purchasing Division, 5204 Bernard Drive, Suite 300F, Roanoke, VA 24018. As this is a sealed formal Invitation to Bid, faxed bids will NOT be accepted. Bids not received by the date and time listed above will be returned to the Offeror unopened. The bid package must be clearly marked with “IFB #2018-109.” It is not the intent of the specifications to be proprietary, nor to exclude any manufacturer or dealer. Deviations will be given consideration if they are considered to be suitable and acceptable for comparison. Any deviations must be submitted, in writing, with your bid. Deviations discovered after bid award or material receipt, not stated in your bid, shall be grounds for disqualification and nullification of order. It is the responsibility of the Offeror to prove that the deviation is equal to the product/service specified. The County of Roanoke will make the final determination as to whether the product is equivalent. EVALUATION OF THE BID The County of Roanoke shall provide the mechanism for the evaluation of all information received, the final determination of responsible Offerors, and reserves the right to waive informalities and irregularities and to accept or reject any or all bids. Roanoke County reserves the right to procure from State Contracts when it is in our opinion that the State Contract is in the best interest of Roanoke County. Roanoke County retains the right to split items to multiple suppliers. Individuals with disabilities, who require assistance or special arrangements in order to participate in bidding, please contact us. We require that you provide at least 48 hours notice so that reasonable efforts may be made to provide the proper arrangements. You may be requested to specify the nature of any accommodation or assistance, which may be required for your participation. FOR QUESTIONS REGARDING THE BID, PLEASE CONTACT: Dawn M. Rago, Buyer 5204 Bernard Dr., SW, Suite 300F Roanoke, VA 24018 Telephone: 540-283-8150 Email: [email protected] 2 INTRODUCTION Roanoke County is the primary suburban hub of the Roanoke Valley. With roughly 1,000 employees and approximately 55 facilities, Roanoke County provides a full range of services, including police and fire protection, trash collection, general public improvements, planning and zoning management, recreation and cultural activities, economic development and general administrative support. Residents enjoy certain other services provided through joint cooperation with neighboring localities, such as airport facilities, solid waste facilities and water and sewer services. SPECIFICATIONS A. Locations and Generators 1. Poor Mountain 911 RF Site - 8449 Honeysuckle Road, Bend Mountain 24153 – ONAN Generator Model 45EM-15R 2. Fort Lewis Mountain 911 RF Site - 4700 Mountain Park Drive, Salem, Virginia 24153 – Spectrum Generator Model 45GS60 3. Crowell’s Gap 911 RF Site - 1000 Vista Parkway, Hardy Virginia 24101 – Spectrum Generator Model 45GS60 4. 12 O’clock Knob 911 RF Site - 3351 Twelve O’Clock Knob, Salem, Virginia 24153 – ONAN Generator Model 20.0GGDB 5. Roanoke County Courthouse - 305 E Main Street, Salem, Virginia 24153 – Caterpiller (Diesel), Serial# 30A00795, AR#1W7199, Power 195 - Stamford, Serial# G6504/5, KVA156, KW125. 6. Public Safety - 5925 Cove Road Roanoke, VA 24019 Caterpillar 2000 KW diesel generator model 3516 7. South County Library- 6303 Merriman Road Roanoke, VA 24018 Kohler 100 KW natural gas model 100REZGD 8. Roanoke/Salem Jail – 401 E. Main Street Salem VA 24019 Cummins 500 KW Diesel Model 1710-GS 9. Green Ridge Recreation Center – 7415 Wood Haven Road Roanoke, VA 24019 Caterpillar 750 KW Diesel Model C27 ASCO Series 300 480V, 2000A transfer switch- Yearly inspection and cleaning of enclosure. 3 B. Planned Maintenance 1. Electrical System – AC & DC: The Successful Bidder shall inspect all accessible power and control cables, AC & DC terminations. Check battery, battery charger and/or battery charging alternator for proper operation. Successful Bidder shall also check and test the control panel, pre-alarm warning and shutdown systems. 2. Fuel System – Successful Bidder shall inspect all accessible fuel system components to the nearest fuel tank. Successful Bidder shall check fuel filters and replace once year. 3. Lube Oil System – Successful Bidder shall inspect system for leaks and record engine oil pressure. Change lube oils and filters per manufactures recommendations. 4. Cooling System – Successful Bidder shall inspect radiator systems for leaks and proper level. Successful Bidder shall test antifreeze mixture per manufacture recommendations. Successful Bidder shall inspect all hoses, clamps and belts. 5. Air Intake/Discharge System – Successful Bidder shall inspect complete air intake and discharge system including louvers/shutters and any attached control motors for correct operation. 6. Exhaust System – Successful Bidder shall check all mounting hardware and check that system is operating per manufactures specs. 7. Generator Set – Successful Bidder shall manually operate generator at no load to verify generator is producing the system rated AC voltage and frequency. Successful Bidder shall check all control panel gauges for proper operation and check system operation under building load to verify proper voltage, frequency and general operation. 8. Switchgear – Successful Bidder shall inspect and test transfer switch for proper operation. Successful Bidder shall verify proper operation of all time delays, transfers, and exercisers. Green Ridge only- in addition to testing, annual inspection and cleaning of transfer switch enclosure. 9. General – Successful Bidder shall provide the County with detailed reports of all work performed and recommended corrective maintenance will be generated for review. 10. Successful Bidder shall provide inspections twice a year, with only one being a full preventative Maintenance per the manufacturer guidelines. Note: Bidders shall be advised that a 4x4 vehicle is recommended due to majority of the transmitter sites being located on gravel roads, some steep grades and rough terrain. C. Repair Service Successful Bidder shall provide after-hours, weekend and holiday support and repair for the systems listed above as needed. Successful Bidder shall respond to calls for service on the systems listed above within a designated response time. D. Equipment Requirements 1. The Successful Bidder shall have and maintain suitable modern equipment and tools necessary to perform the services that may be required under any resultant Contract. 4 2. The County will not be responsible for any damage to the Successful Bidder’s vehicles, equipment, tools, or rented or leased equipment as result of work being performed under any resultant Contract. E. Parts, Materials, and Supplies The Successful Bidder shall be responsible for providing all parts, materials, and supplies needed to complete assigned jobs. The County reserves the right to provide parts, materials, and supplies when determined to be in the best interest of the County. Compensation for all Successful Bidder provided parts, materials, and supplies will be based on the actual cost, no mark-up shall be allowed per the Code of Virginia 2.2-4331. Receipts shall be attached to the invoice for cost verification. Failure to provide receipts may result in non-payment by the County. All parts, materials, and supplies furnished under any resultant Contract shall be new and must be approved by the County prior to installation. All parts, materials, supplies and workmanship must be guaranteed for a period of ninety (90) days or the manufacturer’s warranty period, whichever is greater. The Successful Bidder, at no additional cost to the County, shall make warranty repairs within this time period. TERM OF CONTRACT A. The term of any resultant Contract will be for one (1) year, from April 1, 2014, through March 31, 2015, at which time it will terminate, unless sooner terminated pursuant to the term of the Contract or by law or unless renewed as set forth in such Contract. Upon the mutual agreement of the parities, the Contract may be renewed for up to four (4) additional one (1) year periods or any combination thereof. B. All terms and conditions shall remain in force for the term of the Contract and for any renewal period unless modified by mutual agreement of both parties. Prices shall not be increased during the initial