27-001 Generator Repair and Maintenance Services

REQUEST FOR QUOTE
27-001
Generator Repair and Maintenance Services
RFQ DUE DATE: July 17, 2026, 2:00 P.M. EDT
QUESTION DUE DATE: July 10, 2026, 5:00 P.M. EDT
The City of Sandy Springs will only accept online submissions for this RFQ. Quotes shall be submitted
online at: https://sandysprings.bonfirehub.com/projectDrafts/243217/detailsuotes submitted after the
bid close date, July 17, 2026, 2:00 p.m., will not be accepted. Note: Any quote submitted in any other
format (email, paper, fax, mail, etc.) will not be accepted for any reason.
GENERAL INFORMATION:
1. All communications regarding this solicitation must be with the assigned Procurement Agent,
Reginald Starling, ekelly@sandyspringsga.gov.
2. All questions or requests for clarification must be sent via Bonfire under Message - Opportunity
Q&A: https://sandysprings.bonfirehub.com/projectDrafts/243217/details. Questions are due no
later than July 10, 2026, 5:00 p.m. Questions received after this date and time may not be answered.
3. Questions and clarifications will be answered in the form of an addendum. Any addenda,
schedule changes and other important information regarding the solicitation related to this
solicitation will be posted on Bonfire website at
https://sandysprings.bonfirehub.com/projectDrafts/243217/details. It is the Offeror's
responsibility to check the Bonfire portal for any addendum or other communications related
to this solicitation.

General Terms and Conditions
In general, the City is unable to negotiate or revise contract provisions. If an Offeror believes certain
contract provisions are out of date, not applicable or place an undue burden or cost on the Offeror or
the City, the Offeror must address these concerns in writing during the question and answer period.
The Purchasing Manager will review and determine the appropriate response. If the City determines a
change is warranted; an addendum will be posted to this RFQ. If a firm is unwilling to execute the Model
Contract, whether modified by addendum or not, a Quote should not be submitted.
The City may deem any bid/quote containing contract changes or exceptions non-responsive and
reject the quote. The RFQ document, together with its addenda, amendments, attachments,
modifications. Offeror's Quote, including any amendments a "best and final offer", and any
clarifications Questions and responses, when executed, becomes part of the contract between the
parties. The City does not intend to accept alternate terms and conditions to the Model contract.
All Offerors are hereby notified that any digital content, applications, websites, or technology
services provided under this solicitation must comply with the accessibility standards established
under the Americans with Disabilities Act (ADA) and Web Content Accessibility Guidelines (WCAG)
2.1 Level AA. Offerors must demonstrate their ability to deliver products and/or services that are
accessible to individuals with disabilities, including compatibility with assistive technologies such as
screen readers, keyboard navigation, and voice recognition tools.
While the City has every intention to make an award as a result of this solicitation. Issuance of the
RFQ in no way constitutes a commitment by the City to award and execute a contract. Upon a
determination such actions would be in its best interest, the City, in its discretion, reserves the right
to:
1. Cancel or terminate this RFQ at any time. A notice of cancellation will be issued. If the RFQ is
cancelled, the City will not reimburse any Offeror for preparation of its Response. Responses may
be returned upon request if unopened;
2. Reject any or all Responses received, make a contract award based directly on the Responses
received in the best interest of the City, in its sole discretion, or enter into further discussions
with one or more Offerors;
3. Waive and/or amend any undesirable, inconsequential, or inconsistent provisions/specifications of
this RFQ which would not have significant impact on any Response;
4. Make partial award or no award if it is in the best interest of the City to do so; and
5. Terminate any contract if the City determines adequate funds are not available.

SECTION 1: GENERAL INFORMATION
The City of Sandy Springs is soliciting competitive quotes from qualified contractors to provide citywide backup
generator preventive maintenance, annual load bank testing, software-based remote monitoring, emergency response,
and corrective repair services for municipal facilities. This Statement of Work establishes the minimum service
requirements to be used for competitive quotation purposes.
Vendors shall provide a complete quote covering all sites and required services described in this Statement of Work.
Award will be made to the lowest responsive and responsible vendor whose quote meets all minimum requirements,
specifications, response time requirements, licensing requirements, and required submission documents. The City may
deem a quote non-responsive if the vendor takes material exception to the scope, fails to provide required information,
or cannot demonstrate the ability to perform the required services. Pricing shall be submitted only on the separate Fee
Schedule provided by the City.
Contractor Qualifications and Licensing
* Demonstrated experience servicing municipal, institutional, or commercial standby generator fleets.
* Capability to support Kohler, CAT, Onan/Cummins, and other installed generator equipment reflected in the City
inventory.
* Qualified technicians for generator controls, automatic transfer switch troubleshooting, load bank testing,
remote monitoring support, and emergency service.
* Ability to provide 24/7/365 emergency response services for critical facilities.
* Compliance with all applicable State of Georgia licensing requirements for the work performed under this
agreement.
* Electrical contracting work shall be performed by a contractor holding the appropriate Georgia Electrical
Contractor license, when required by law.
* Low-voltage contracting work, including alarm, monitoring, telecommunications, or related low-voltage
system work, shall be performed by a contractor holding the appropriate Georgia Low Voltage Contractor
license, when required by law.
* The contractor shall provide copies of applicable licenses with its submission and shall ensure that all
subcontractors performing regulated work are properly licensed.
Existing Site Inventory and Baseline Asset List
The following site list is based on the City's existing generator maintenance inventory and shall be used as the baseline
service list. The awarded contractor shall verify all field conditions, equipment data, remote monitoring status, and
associated automatic transfer switch information during mobilization.
Address Site Name Listed Unit / Make Listed Capacity Remote Monitoring
Status
1 Galambos Way City Hall #1 SGM32HCFH Kohler 400 kW Yes - Fleet Savvy
1 Galambos Way City Hall #2 SGM32HCFJ Kohler 400 kW Yes - Fleet Savvy
1 Galambos Way City Hall Parking 150REOZJF Kohler 106 kW Yes - Fleet Savvy
1425 Spalding Dr Fire Station 51 Onan 6 kW Future objective
135 Johnson Ferry Fire Station 2 350REZXD Kohler 300 kW Yes - Fleet Savvy
Rd NE

Address Site Name Listed Unit / Make Listed Capacity Remote Monitoring
Status
6025 Raider Dr Fire Station 53 Onan 100 kW Future objective
4697 Wieuca Rd NE Fire Station 54 Onan 12 kW Future objective
8475 Roswell Rd Fleet Center GENRAC 50 kW Future Objective
7800 Mt Vernon Rd Fire Station 5 Kohler 250 kW Yes - Fleet Savvy
620 Morgan Falls Rd Police Headquarters CAT 800 kW Yes - Fleet Savvy
/ Courthouse
7477 Trowbridge Rd Trowbridge 26RCA Kohler 26 kW Future Objective
Generator
Scope of Services
The contractor shall furnish all labor, supervision, tools, transportation, diagnostic equipment, consumables, software
access, reporting, and incidentals required to inspect, maintain, monitor, test, troubleshoot, and repair the City's backup
generator systems in accordance with this Statement of Work.
Mobilization and Asset Verification
* Within thirty (30) calendar days after notice to proceed, verify generator make, model, serial number, capacity,
fuel type, voltage, phase, controller type, enclosure type, remote monitoring status, and automatic transfer
switch information for each site.
* Provide a corrected generator asset register in Excel or PDF format.
* Identify discrepancies between the City's baseline inventory and field conditions.
* Identify any monitoring compatibility concerns, equipment deficiencies, or access limitations discovered during
mobilization.
Preventive Maintenance Frequency
* Provide semi-annual preventive maintenance for each covered generator.
* At minimum, each generator shall receive one (1) minor preventive maintenance service and one (1) major
preventive maintenance service each contract year, unless otherwise approved in writing by the City.
* Preventive maintenance shall be coordinated with the City in advance to minimize operational impacts at City
Hall, Police Headquarters/Courthouse, Fire Stations, Fleet Center, and other critical facilities.
* The contractor shall return each generator and associated system to automatic/normal operating mode before
leaving the site.
Minor Preventive Maintenance Requirements
Minor preventive maintenance shall include, at minimum, the following tasks:
* Visual inspection of the generator, enclosure, and accessories.
* Check engine oil, coolant, and fuel levels.
* Inspect belts, hoses, clamps, and cooling system.
* Inspect air intake and exhaust systems.
* Inspect fuel system for leaks or deficiencies.
* Inspect engine block heater operation.
* Inspect battery charger operation.

* Perform and document battery load test.
* Clean and inspect battery terminals and cables.
* Inspect electrical connections for signs of overheating or looseness.
* Inspect generator control panel and record alarms.
* Verify automatic exercise operation.
* Inspect for fluid leaks, corrosion, vibration, or abnormal operating conditions.
* Exercise the generator and verify proper operation.
* Submit a detailed emailed service report within five (5) business days identifying deficiencies and recommended
repairs.
Major Preventive Maintenance Requirements
Major preventive maintenance shall include, at minimum, the following tasks:
* Replace engine oil and oil filter.
* Replace fuel filters.
* Replace air filter(s).
* Inspect coolant condition and freeze protection.
* Inspect radiator and cooling system.
* Inspect engine mounting hardware.
* Inspect generator windings and electrical connections.
* Perform annual load bank testing as described in this Statement of Work.
* Inspect and test automatic transfer switch operation.
* Verify engine safeties and shutdown functions.
* Record and document all operating parameters during testing.
* Submit a detailed electronic service report within five (5) business days identifying deficiencies and
recommended repairs.
Battery Testing, Generator Exercising, and ATS Testing
* A battery load test and battery charger inspection shall be performed and documented during every preventive
maintenance visit.
* The contractor shall exercise each generator during every preventive maintenance visit and document operating
parameters and deficiencies observed.
* The automatic transfer switch shall be visually inspected and operationally tested during each preventive
maintenance visit.
* Automatic transfer switch inspection and operational testing shall be included in the annual preventive
maintenance service requirements.
* The Contractor shall provide an emergency incident summary for all critical generator failures, no-start
conditions, emergency service calls, and events impacting generator readiness or facility backup power. The
summary shall include the site location, date and time of incident, issue reported, response time, actions taken,
parts or repairs needed, current operating status, and any recommended corrective action
Annual Load Bank Testing
* Annual load bank testing shall be performed on all City-owned generators, including City Hall generators, Police
Headquarters/Courthouse, Fleet Center, all Fire Stations, and the Trowbridge generator upon commissioning.
* The City currently uses portable load bank testing as part of its generator maintenance program. Building-load
testing shall not be substituted unless approved in writing by the City.
* Annual load bank testing shall be included in the fixed annual site price submitted on the Fee Schedule.
* Testing shall be performed using portable load bank equipment in accordance with NFPA 110 and the generator
manufacturer's recommendations.

* Testing shall include incremental loading up to the generator's rated capacity, where practical, with all test
readings and results documented.
* All testing shall be coordinated with the City in advance. Special scheduling may be required to minimize
operational impacts and ensure continuity of critical services.
* The contractor shall immediately notify the City of any deficiency identified before, during, or after testing that
could affect generator reliability or safe operation.
* A detailed load bank test report shall be submitted within five (5) business days after testing. The report shall
include test readings, load percentages, voltage, frequency, oil pressure, coolant temperature, battery voltage,
deficiencies identified, photographs, and recommendations for corrective action.
Remote Monitoring Requirements
* Remote monitoring is currently installed at City Hall (three generators), Police Headquarters/Courthouse, Fire
Station 2, and Fire Station 5 using the Fleet Savvy platform.
* The contractor shall provide remote monitoring services for all existing monitored sites.
* The contractor shall provide separate pricing on the Fee Schedule for adding remote monitoring to the Fleet
Center and the Trowbridge generator upon commissioning.
* The City's long-term objective is to provide remote monitoring for all backup generators.
* The City currently utilizes Fleet Savvy remote monitoring equipment and associated communication devices at
select locations. The contractor shall identify compatibility with existing equipment and recommend any
upgrades or replacements as necessary.
* New monitoring hardware shall be priced as a separate one-time unit price per site on the Fee Schedule.
* Remote monitoring software subscription costs shall be priced as a separate annual unit price for each
monitored site on the Fee Schedule.
* Alarm notifications shall be sent by email to the Facilities Department and designated contractor personnel. The
City will provide current contact information for primary and secondary Facilities staff.
* The contractor shall immediately notify the City of all alarm conditions. No repair work shall be performed
without City authorization.
* The City shall have full administrative access to the monitoring platform. A minimum of four (4) City user
accounts shall be included, with the ability to add additional users as needed.
* Monthly emailed reports shall be provided summarizing generator run history, exercise history, alarms,
communication status, and overall generator availability.
* Any monitoring hardware purchased by the City under this contract shall remain the property of the City upon
contract termination.
* All remote monitoring communications shall use cellular connectivity. Any proposed deviation from cellular
communication must be approved in writing by the City.
* All monitoring equipment shall comply with applicable City IT and cybersecurity requirements.
Minimum Remote Monitoring Alarm Points:
* Common alarm * Engine overspeed
* Generator running * Low oil pressure
* Generator available / not in auto * High coolant temperature
* Failed to start * Low coolant level, where equipped
* Utility power failure * Low fuel level, where equipped

* Automatic transfer switch alarm * Missed exercise
* Battery charger failure * Emergency stop activated
* Low battery voltage * Communication failure / loss of monitoring
Emergency Response and Corrective Repair
* Provide 24/7/365 dispatch for emergency generator failures, no-start conditions, and critical alarms.
* Perform corrective maintenance and repairs on a time-and-material basis using the rates submitted in the Fee
Schedule unless the work is otherwise included in the fixed annual site price.
* No non-emergency repair work shall be performed without prior written City authorization.
* For emergency conditions requiring immediate action to protect life safety, avoid damage, or restore service to
a critical facility, the contractor shall notify the City immediately and shall follow City direction regarding
authorized work.
* Repair invoices shall reference the site, date of service, labor classification, labor hours, materials, parts,
markup, service report, and City approval reference.
Required Response Times
Priority Condition Remote Response On-Site Arrival
Priority 1 - Critical Generator down during 15 minutes 2 hours
outage, no-start at Police
Headquarters/Courthouse,
City Hall, Fire Station, or
other critical facility
Priority 2 - Urgent Generator unavailable, 30 minutes 4 hours
active alarm, ATS issue, or
monitoring indicates
impaired readiness
Priority 3 - Routine Non-emergency Same business day 1-3 business days
deficiency, quote request,
nuisance alarm, or minor
issue
City Reservation of Rights
The City reserves the right to accept or reject any or all bids, waive informalities, request clarifications, and negotiate
final scope and pricing in the best interest of the City.

Attachment C
BID SCHEDULE FEE ESTIMATE
Annual Fixed Site Pricing
Site Name Address Annual PM Price - Annual Total Annual
includes semi-annual Remote Site Price
PM, annual load bank Monitoring
test, ATS testing, reports, Subscription
standard consumables, Price
travel
City Hall #1 1 Galambos Way
City Hall #2 1 Galambos Way
City Hall Parking 1 Galambos Way
Fire Station 51 1425 Spalding Dr
Fire Station 2 135 Johnson Ferry
Rd NE
Fire Station 53 6025 Raider Dr
Fire Station 54 4697 Wieuca Rd
NE
Fleet Center 8475 Roswell Rd
Fire Station 5 7800 Mt Vernon
Rd
Police Headquarters / 620 Morgan Falls
Courthouse Rd
Trowbridge Generator TBD
- upon commissioning
TOTAL
Hourly Labor Rates
Labor Category Regular Time Overtime Holiday / Emergency
Generator Technician
Senior Technician /
Controls Specialist
Electrician / ATS Specialist
Project Manager /
Engineering Support
Additional Unit Rates / Optional Services
Item Unit Rate
Emergency trip charge Per trip
After-hours dispatch fee Per occurrence

Load bank testing Per test
Remote monitoring hardware Per unit
Remote monitoring software Per unit / month or annual
subscription
ATS testing Per switch
Battery replacement labor Per battery
Fuel testing / polishing Per site
Oil analysis Per sample
Parts markup - OEM Percent
Parts markup - Non-OEM Percent
approved
Grand Total Cost/Price: ________________________________________________________
Disclosure of Additional Charges. The Vendor shall identify all charges, fees, markups, surcharges, administrative costs,
travel costs, fuel charges, environmental/disposal fees, subscription costs, monitoring costs, equipment costs, trip
charges, after-hours charges, minimum billing requirements, or any other costs not specifically itemized in the Fee
Schedule. Any cost not disclosed in the Vendor's submitted Fee Schedule shall not be charged to the City unless approved
in writing by the City before the work is performed.

REQUEST FOR REFERENCES
INVITATION TO BID # 27-001
Generator Repair and Maintenance Services
All references must be from customers for whom your company has provided projects completed in the
last five years of similar scope and services as the specifications of Invitation to Bid #27-001- Generator
Repair and Maintenance Services
References for: _______________________________________
(Company Name)
1. Company ________________________________________________________________________
Street Address ______________________________________________________________________
City, State & Zip_____ ________________________________________________________________
Contact Person Name_______________________________ Phone_____________________________
Email address________________________________________________________________________
Describe specific job performed and date: ________________________________________________
___________________________________________________________________________________
2. Company_________________________________________________________________________
Street Address _______________________________________________________________________
City, State & Zip ______________________________________________________________________
Contact Person Name________________________________ Phone____________________________
Email address________________________________________________________________________
Describe specific job performed and date: _________________________________________________
____________________________________________________________________________________
3. Company _________________________________________________________________________
Street Address _______________________________________________________________________
City, State & Zip ______________________________________________________________________
Contact Person Name ______________________________ Phone _____________________________
Email address________________________________________________________________________
Describe specific job performed and date: _________________________________________________
___________________________________________________________________________________