Preventive Maintenance and On-Call Services for Backup Generators

Agency:	Sedgwick County
State:	Kansas
Type of Government:	State & Local
NAICS Category:	238210 - Electrical Contractors and Other Wiring Installation Contractors 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date:	Oct 23, 2023
Due Date:	Nov 14, 2023
Solicitation No:	23-0065
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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SEDGWICK COUNTY, KANSAS

DIVISION OF FINANCE

Purchasing Department

100 N. Broadway, Suite 610 ~ Wichita, KS 67202

Phone: 316 660-7255 Fax: 316 660-1839

https://www.sedgwickcounty.org/finance/purchasing/

requests-for-bid-and-proposal/

REQUEST FOR BID

RFB # 23-0065

PREVENTIVE MAINTENANCE AND ON-CALL SERVICES FOR BACKUP GENERATORS

October 10, 2023

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking bids for preventive maintenance and on-call

services for various backup generators for Sedgwick County facilities. If your firm is interested in submitting a response,

please do so in accordance with the instructions contained within the attached Request for Bid responses are due no later

than 1:45 pm CST, November 14, 2023.

There will pre bid meeting on October 18th. These will be held to view the equipment being serviced under this contract.

County staff will meet with vendors at EMS Post 15, 3537 N Webb Rd, Wichita Kansas 67203 at 8:30 and begin the

equipment walkthrough from that location. The other locations and times are listed below. This is not a mandatory

meeting however this will be the only time the bidders will have an opportunity to look at the generators.

All contact concerning this solicitation shall be made through the Purchasing Department. Bidders shall not contact

county employees, department heads, using agencies, evaluation committee members or elected officials with questions or

any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing

Department in writing. Failure to comply with these guidelines may disqualify the Bidder’s response.

Sincerely,

Tammy Culley

Purchasing Agent

TC/ks

RFB #23-0065

Sedgwick County….Working for You

Table of Contents

Purpose

II. Submittals

III. Scope of Work

IV. Pre-Bid Schedule

V. Sedgwick County’s Responsibilities

VI. Bid Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Bid Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Bid Conditions

VII. Required Response Content

VIII. Response Form

IX. Pricing Sheet

RFB #23-0065

Sedgwick County….Working for You

I. Purpose

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population

estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the

second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity,

employs nearly 2,800 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,

criminal justice, recreation, entertainment, cultural, human/social, and education.

Sedgwick County is seeking bids for preventive maintenance and on-call services for various backup generators for

Sedgwick County various departments, in accordance with the specifications outlined, for Sedgwick County.

II. Submittals

Carefully review this Request for Bid. It provides specific technical information necessary to aid participating firms in

formulating a thorough response. Should you elect to participate with an electronic response, the RFB number must be

entered in the subject line and email the entire document with supplementary materials to:

Purchasing@sedgwick.gov

Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand

corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic copy

(PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:

Tammy Culley

Sedgwick County Purchasing Department

100 N. Broadway, Suite 610

Wichita, KS 67202

SUBMITTALS are due NO LATER THAN 1:45 pm CST TUESDAY, November 14, 2023. If there is any difficulty

submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for

assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you

choose to send a hard copy of your bid, Sedgwick County will not accept submissions that arrive late due to the fault of the

U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.

Bid responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CST, on the due

date. We will continue to have Bid Openings for the items listed currently. If you would like to listen in as these bids are

read into the record, please dial our Meet Me line @ (316) 660-7271 at 2:15 pm.

III. Scope of Work

Preventive maintenance is to include the following checks (as determined applicable by each system):

1. Engine, to include but not limited to spark plugs, belts, water pump, etc.

2. Oil, to include but not limited to leaks, levels, filters, etc.

3. Electrical, to include but not limited to starter, terminals, connections, etc.

4. Fuel, to include but not limited to pumps, solenoid, leaks, etc.

5. Air and Exhaust, to include but not limited to seals, trap, louver, etc.

6. Cooling, to include but not limited to leaks, coolant level, filter, hoses, etc.

7. Battery, to include but not limited to size, float charge rate, amps, connections, etc.

8. Structure, to include but not limited to frame rail, guards, housing, etc.

9. Operational, to include but not limited to engine oil temperature, lube pressure, coolant temperature, etc.

RFB #23-0065

Sedgwick County….Working for You

10. Normal Power Source, to include but not limited to voltage, frequency, etc.

11. Panel Readings, to include but not limited to battery voltage, ammeter, frequency meter, etc.

12. Annunciator, to include but not limited to lamp, switch, and alarm operation, etc.

13. After Run Test, to include but not limited to dist sticker, generator in auto, etc.

Standard lubrication, filters, and connectors with an individual cost not exceeding $25.00 shall be replaced immediately at

no additional charge. Any other recommended part repair/replacement shall be reported as directed below. Sedgwick

County reserves the right to accept/decline any recommendation and will contact the vendor as appropriate upon receipt of

report.

On call service to include, but not limited to:

1. Automatic transfer switch testing, simulated and/or live.

2. Load bank testing.

3. Repair to any of the systems listed above.

4. Assist in planning for emergency situations.

REPORTING

A full report of each system check, to include the following shall be completed within 30 days of test completion:

1. Verification of each system checked, to include parts and pieces within.

2. Addition/replacement of lubrication.

3. Repair/replacement of parts.

4. Recommendation of future repair/replacement of parts.

APPLICABLE FACILITIES/EQUIPMENT

The following facilities and equipment will be included in this contract.

Address

1. 4701 S West St

Brand/Model

Baldor TS25T

2. 5858 N. 247th St. W. Baldor TS25T

3. 700 S. Hydraulic

4. 525 N. Main

Caterpillar 3412

Onan/Cummins 300DFCB

5. 525 N. Main

Onan/Cummins

6. 525 N. Main

Onan/Cummins

7. 141 W. Elm

8. 141 W. Elm

9. 141 W. Elm

10. 141 W. Elm

Onan/Cummins 600VTA2

Caterpillar Model C18

KW Volts

Misc.

20 120/240 Serial# P060124005 Trailer units

stored at West yard for use at any

public works yard

20 120/280 Serial# P0601240004 3 Phase,

purchased 2006

600

480 Serial# AFH 00359

300 120/480 Serial# D970635724,

manufactured 1996

400 120/480 Serial# FG8372713, manufactured

1972

500 120/480 Serial# 0143214/01, manufactured

1979

545 120/480 Serial# G880145417

545 120/480 Serial# G880145813

600 120/480 Serial# T3400851

600 120/480 Serial# T3400852

RFB #23-0065

Sedgwick County….Working for You

11. 1109 N. Minnesota Onan/Cummins 80DGDA

12. 1109 N. Minnesota

13. 714 N. Main

Caterpillar LC 5

Caterpillar LC 6

14. 714 N. Main

Caterpillar LC 6

15. 701 W. Harry

16. 7001 W. 21st St.

17. 1900 E 9th St.

18. 4310 E 19th St.

19. 698 Caddy Ln

20. 1218 S Webb Rd

21. 636 N St Francis

22. 3537 N Webb

Cummins Model C25 N6

Generac 93A3904-S

20RCA

6R0120 DS150

Kohler Model 60REZGB

Zenith/GE Model MTU-

080078-GS50

53-80

250

500

120/240

n/a

120/480

n/a

277/480

Klein model SB1313, Serial 206-

0895

Serial# G5A01479

Serial# G6B02812, Engine model

3456

Serial# G6B02813, Engine model

3456

Serial# J180433332

Serial# 2009584, purchased 1993

Serial #339MGVKM1277

Serial #95130600567

Serial #SGM3224PV

Serial #SGM32B9NC

Serial #SGM32CW6K

Serial #94070500530

WARRANTY

All labor and parts shall be warranted against defect for a period of one (1) year from service/installation.

IV. Pre-Bid Schedule

Due to some locations having the same generator walk through will not include every location. Below is the schedule for

the locations including in the pre-bid meeting.

Time

Address

8:30 3537 N Webb

EMS Post 15

Location

9:30 4310 E 19th St N

Law Enforcement Training Facility

10:15 636 N St Francis

EMS Post 10

10:45 525 N. Main

Main Courthouse

11:15 141 W Elm

Adult Detention Facility

11:45 714 N Main

Emergency Communications

12:15 1900 E 9th

Health Department

12:45 1109 N Minnesota

Forensic Science Center

1:30 700 S. Hydraulic

Juvenile Detention Facility

2:15 701 W Harry

Sheriff’s Office Annex

2:45 7001 W 21st St No

4H Extension Office

3:45 4701 South West St Public Works West Yard

RFB #23-0065

Sedgwick County….Working for You

RFB/RFP	Due Date	Description	Document	Pre-bid Conference
23-0065	11/14/2023 1:45:00 PM	Preventive Maintenance and On-Call Services for Backup Generators	RFB Addendum #1 Pre-bid Sign In	There will be a pre-bid meeting on October 18th. These will be held to view the equipment being serviced under this contract. County staff will meet with vendors at EMS Post 15, 3537 N Webb Rd, Wichita Kansas 67203 at 8:30 and begin the equipment walkthrough from that location. The other locations and times are listed in the RFB. This is not a mandatory meeting however this will be the only time the bidders will have an opportunity to look at the generators.

Preventive Maintenance and On-Call Services for Backup Generators

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