Electrical Emergency Call-Out & After-Hours Services Agreement

Non-Proprietary Internal Review Draft PURPOSE

The purpose of this Agreement is to establish a non-proprietary emergency electrical response and after-hours support program for electrical systems, controls, and critical infrastructure owned and operated by Gary Sanitary District (GSD).

This agreement is intended to:

• Maintain reliable operation of critical electrical systems
• Provide emergency electrical support during outages and failures
• Reduce downtime affecting wastewater operations and treatment processes
• Improve electrical safety and system reliability
• Provide rapid response for urgent operational issues
• Maintain operational continuity throughout all GSD facilities
• Ensure proper documentation of emergency repairs and service activities
• Support critical infrastructure during nights, weekends, holidays, and emergency conditions

Project Details

• Reference ID: 2026-RFQ-043
• Department: Engineering
• Department Head: Jabez Anderson (Engineering Manager)

Important Dates

• Questions Due: 2026-06-04T05:00:00.000Z
• Pre-Proposal Meeting: 2026-06-03T15:00:00.000Z — Purpose of Meeting The purpose of this meeting is to discuss and establish the framework for Gary Sanitary District's Emergency Electrical Call-Out and After-Hours Service Program. The team will review operational needs, emergency response expectations, service coverage requirements, communication procedures, safety considerations, and contractor performance expectations to ensure reliable support for critical electrical infrastructure and uninterrupted wastewater operations. Discussion Topics Emergency response expectations and required response times Critical facilities and systems requiring support After-hours, weekend, and holiday coverage requirements Communication and escalation procedures Documentation and reporting requirements Safety and compliance expectations Coordination between Operations, Maintenance, Engineering, and Contractors Development of a long-term electrical support agreement and budget planning Desired Outcome Develop a clear scope of services, response expectations, and operational requirements that will support the creation of a standardized Emergency Electrical Services Agreement for Gary Sanitary District facilities and infrastructure. Microsoft Teams meeting Join: https://teams.microsoft.com/meet/269081556386455?p=TBH433hXOzdvix2NMd Meeting ID: 269 081 556 386 455 Passcode: mF2ve3Xq ________________________________________ Need help? | System reference For organizers: Meeting options _________________________________________

Evaluation Criteria

• The Scope of work shall include the following: —

  SCOPE OF WORK Emergency Electrical Call-Out & After-Hours Services Gary Sanitary District (GSD) 1. PURPOSE

  The Contractor shall provide emergency electrical troubleshooting, repair, diagnostic, and support services for Gary Sanitary District facilities and infrastructure on an as-needed basis during normal business hours, after-hours, weekends, holidays, and emergency situations.

  The objective is to maintain safe and reliable operation of critical wastewater treatment, pumping, monitoring, control, and support systems while minimizing operational downtime and safety risks.

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  2. SCOPE OF SERVICES

  The Contractor shall provide qualified electrical personnel, equipment, tools, testing instruments, vehicles, and technical expertise necessary to perform emergency and corrective electrical services including, but not limited to:

  Electrical Distribution Systems

  • Troubleshoot electrical outages and power failures
  • Repair or replace breakers, disconnects, fuses, relays, and contactors
  • Diagnose voltage irregularities and phase imbalances
  • Inspect and repair service equipment and distribution panels
  • Verify proper operation of electrical feeders and branch circuits

  Motor Controls & Drives

  • Troubleshoot motor control circuits
  • Diagnose and repair motor starters
  • Troubleshoot Variable Frequency Drives (VFDs)
  • Reset, program, and verify VFD operation
  • Investigate nuisance trips and drive faults
  • Verify proper motor rotation and operation

  Pumping Systems

  • Emergency response to pump failures
  • Troubleshoot electrical issues affecting lift stations and pump stations
  • Verify operation of level controls and transducers
  • Diagnose control wiring issues
  • Restore operation of critical pumping infrastructure

  Control Systems

  • Troubleshoot control panels and field devices
  • Diagnose electrical alarms and communication failures
  • Verify power supplies and control voltages
  • Assist with PLC input/output verification
  • Troubleshoot instrumentation power issues

  Generators & Backup Power

  • Diagnose generator electrical faults
  • Troubleshoot automatic transfer switches
  • Verify emergency power operation
  • Assist with emergency power restoration
  • Coordinate with generator service providers as required

  HVAC and Building Systems

  • Troubleshoot electrical issues affecting HVAC equipment
  • Diagnose failures of exhaust systems, air handlers, and ventilation equipment
  • Restore power to critical building support systems

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  3. EMERGENCY RESPONSE REQUIREMENTS

  The Contractor shall provide:

  • 24 hours per day, 7 days per week emergency availability
  • After-hours, weekend, and holiday support
  • Emergency response communication within one (1) hour of notification
  • On-site response within two (2) to four (4) hours for critical emergencies unless otherwise directed by GSD
  • Immediate notification of unsafe electrical conditions

  Critical emergencies include:

  • Complete power loss
  • Lift station failures
  • Generator failures
  • Treatment process interruptions
  • Electrical safety hazards
  • MCC failures
  • VFD failures affecting operations
  • Critical alarm conditions

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  4. TESTING & DIAGNOSTICS

  Contractor shall utilize industry-standard testing equipment to perform:

  • Voltage testing
  • Current testing
  • Continuity testing
  • Insulation resistance testing
  • Phase rotation verification
  • Infrared thermography when requested
  • Motor diagnostics
  • Control circuit diagnostics
  • Ground fault investigations

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  5. REPORTING REQUIREMENTS

  Following each service event, Contractor shall provide:

  • Date and time of response
  • Description of issue
  • Root cause findings
  • Corrective actions performed
  • Equipment affected
  • Recommended repairs or upgrades
  • Parts utilized
  • Labor hours
  • Photographs when applicable

  Emergency reports shall be submitted within forty-eight (48) hours of service completion.

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  6. SAFETY REQUIREMENTS

  All work shall be performed in accordance with:

  • OSHA requirements
  • NFPA 70
  • NFPA 70E
  • Indiana Electrical Code
  • Lockout/Tagout Procedures
  • Arc Flash Safety Requirements
  • Gary Sanitary District Safety Policies

  Contractor personnel shall maintain all required licenses, certifications, and training necessary to perform electrical work safely and legally.

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  7. EXCLUDED SERVICES

  Unless specifically authorized by GSD, the following are excluded:

  • Major capital improvement projects
  • New construction installations
  • Generator engine repairs
  • Utility company-owned equipment repairs
  • Engineering design services
  • Large-scale equipment replacement projects

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  8. DELIVERABLES

  The Contractor shall provide:

  • Emergency response services
  • Electrical troubleshooting and repairs
  • Written service reports
  • Repair recommendations
  • Deficiency reports
  • Equipment condition assessments
  • Documentation supporting future capital planning

  Goal

  Provide Gary Sanitary District with reliable, responsive, and professional electrical support services that minimize downtime, protect critical infrastructure, and maintain continuous operation of wastewater treatment and collection systems.

• Minimum Technical Requirements —

  (provide detail here)

Submission Requirements

• I hereby certify that I have examined and carefully prepared this quote based on all of the above information and I am authorized to submit this quote and accept the terms and conditions of the Contract Agreement. (required)
• Contractor Compliance Requirements (required) —

  Please download the below documents, complete, and upload.

• Additional Information: —

  If applicable

• What is the project location and address? (required)
• Are Contractor Compliance Requirements needed? (required)
• Is the insurance section required? (required)