GENERATOR PREVENTIVE MAINTENANCE, EMERGENCY CALL-OUT & AFTER-HOURS SERVICE AGREEMENT

GENERATOR PREVENTIVE MAINTENANCE, EMERGENCY CALL-OUT & AFTER-HOURS SERVICE AGREEMENTGARY SANITARY DISTRICT (GSD)PURPOSE

The purpose of this Agreement is to establish a comprehensive Generator Preventive Maintenance, Emergency Call-Out, and After-Hours Service Program for standby generators, automatic transfer switches, and associated emergency power systems owned and operated by Gary Sanitary District.

This agreement is intended to:

• Maintain reliable emergency power generation capabilities.
• Reduce unexpected generator failures.
• Ensure operational readiness during utility outages.
• Extend equipment service life.
• Improve facility resilience and emergency preparedness.
• Provide emergency and after-hours response support.
• Maintain compliance with manufacturer recommendations.
• Provide documented maintenance and operational reporting.

Project Details

• Reference ID: 2026-RFQ-045
• Department: Engineering
• Department Head: Jabez Anderson (Engineering Manager)

Important Dates

• Questions Due: 2026-06-04T05:00:00.000Z
• Pre-Proposal Meeting: 2026-06-02T15:00:00.000Z — Gary Sanitary District (GSD) Meeting Purpose The purpose of this pre-bid meeting is to provide prospective contractors with an overview of Gary Sanitary District's Generator Preventive Maintenance, Emergency Call-Out, and After-Hours Service requirements. The meeting will ensure all bidders understand the scope of work, equipment inventory, service expectations, response requirements, reporting standards, and pricing proposal requirements prior to proposal submission. Discussion Topics Program Overview Purpose of the Generator Service Agreement Overview of GSD facilities and critical infrastructure Importance of emergency power reliability Contract term and renewal options Microsoft Teams meeting Join: https://teams.microsoft.com/meet/258282509267861?p=PrjMHBlnkQzmqlkOcE Meeting ID: 258 282 509 267 861 Passcode: NM7Px65d ________________________________________ Need help? | System reference For organizers: Meeting options

Evaluation Criteria

• The Scope of work shall include the following: —

  GENERATOR PREVENTIVE MAINTENANCE, EMERGENCY CALL-OUT & AFTER-HOURS SERVICE AGREEMENTGARY SANITARY DISTRICT (GSD)PURPOSE

  The purpose of this Agreement is to establish a comprehensive Generator Preventive Maintenance, Emergency Call-Out, and After-Hours Service Program for standby generators, automatic transfer switches, and associated emergency power systems owned and operated by Gary Sanitary District.

  This agreement is intended to:

  • Maintain reliable emergency power generation capabilities.
  • Reduce unexpected generator failures.
  • Ensure operational readiness during utility outages.
  • Extend equipment service life.
  • Improve facility resilience and emergency preparedness.
  • Provide emergency and after-hours response support.
  • Maintain compliance with manufacturer recommendations.
  • Provide documented maintenance and operational reporting.

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  NON-PROPRIETARY REQUIREMENTS

  All generators, transfer switches, controllers, software, passwords, service records, programming, and maintenance documentation shall remain accessible to Gary Sanitary District.

  The Contractor shall:

  • Provide all service reports and maintenance documentation.
  • Provide equipment condition assessments.
  • Provide controller programming backups when applicable.
  • Coordinate with GSD Operations and Maintenance personnel.
  • Utilize OEM-approved maintenance procedures.

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  SCOPE OF PREVENTIVE MAINTENANCE SERVICES

  The Contractor shall perform preventive maintenance on:

  • Diesel Generators
  • Natural Gas Generators
  • Automatic Transfer Switches (ATS)
  • Generator Controllers
  • Battery Systems
  • Engine Cooling Systems
  • Fuel Systems
  • Exhaust Systems
  • Block Heaters
  • Generator Distribution Equipment

  Semi-Annual Preventive Maintenance (2 Visits Per Year)Generator Inspection

  • Verify generator operational readiness.
  • Perform visual inspection of generator enclosure.
  • Inspect cooling system.
  • Inspect engine belts and hoses.
  • Inspect fuel system components.
  • Verify fluid levels.
  • Inspect battery condition and terminals.
  • Inspect engine block heater operation.
  • Inspect charger operation.
  • Verify controller functionality.
  • Verify alarm history.
  • Verify emergency stop operation.
  • Inspect exhaust system condition.

  Electrical Inspection

  • Inspect generator wiring and terminations.
  • Verify output voltage.
  • Verify output frequency.
  • Verify transfer switch operation.
  • Verify breaker condition.
  • Inspect grounding and bonding systems.
  • Inspect control wiring and communication systems.

  Operational Testing

  • Perform generator exercise test.
  • Verify automatic start operation.
  • Verify transfer switch functionality.
  • Verify return to utility operation.
  • Record operating hours.
  • Record voltage and frequency readings.
  • Verify alarm functions.

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  LOAD BANK TESTING

  When requested by GSD:

  • Perform annual load bank testing.
  • Verify generator performance under load.
  • Monitor temperatures, voltage, and frequency.
  • Provide testing report and recommendations.

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  EMERGENCY CALL-OUT SERVICES

  The Contractor shall provide emergency service twenty-four (24) hours per day, seven (7) days per week.

  Emergency services may include:

  • Generator failure during utility outage.
  • Failure to start.
  • Transfer switch failure.
  • Battery charger failure.
  • Controller alarms.
  • Fuel system issues.
  • Cooling system failures.
  • Electrical output issues.
  • Emergency troubleshooting and repairs.

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  AFTER-HOURS SERVICE REQUIREMENTS

  Contractor shall provide:

  • 24/7 emergency availability.
  • Nights, weekends, and holiday support.
  • Emergency dispatch capability.
  • Remote diagnostics when available.
  • Priority response for critical facilities.

  Critical facilities may include:

  • Headworks Facility
  • Dewatering Building
  • Blower Building
  • Lift Stations
  • Pump Stations
  • Administration Facilities
  • Warehouse Facilities

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  RESPONSE REQUIREMENTS

  Service Type	Required Response
  Phone Response	Within 1 Hour
  Emergency Dispatch	Within 2 Hours
  Critical Generator Failure	Within 2 Hours
  After-Hours Support	24/7 Availability

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  REPORTING REQUIREMENTS

  Following each maintenance visit or service call, Contractor shall provide:

  • Service Report
  • Generator Condition Assessment
  • Deficiency List
  • Recommended Repairs
  • Alarm History Review
  • Battery Condition Report
  • Transfer Switch Inspection Report
  • Photographs When Applicable

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

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  PRICE PROPOSALPREVENTIVE MAINTENANCE SERVICES (2 VISITS PER YEAR)

  Item Description	Unit of Measure	Estimated Quantity	Annual PM Rate
  Generator PM Service	Each Generator	______	$________
  Transfer Switch PM Service	Each ATS	______	$________
  Annual Load Bank Test	Each Generator	______	$________

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  SERVICE RATES

  Item Description	Unit of Measure	Vendor Rate
  Business Hours Generator Service	Hour	$________
  After-Hours Generator Service	Hour	$________
  Emergency Generator Service	Hour	$________
  Holiday Generator Service	Hour	$________
  Standard Dispatch Fee	Each	$________
  Emergency Dispatch Fee	Each	$________
  Holiday Dispatch Fee	Each	$________

  Definitions

  Business Hours:
  Monday-Friday, 7:00 AM – 4:00 PM

  After-Hours:
  Monday-Friday outside normal business hours.

  Emergency Service:
  Immediate response requested by GSD for generator or transfer switch failures affecting operations.

  Holiday Service:
  Work performed on GSD-observed holidays.

  Dispatch Fee:
  One-time charge per service call regardless of labor hours.

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  CONTRACTOR QUALIFICATIONS

  Contractor shall provide:

  • Factory-Trained Generator Technicians
  • Electrical Licensing as Required
  • OSHA Safety Training Documentation
  • Proof of Insurance
  • Experience with Municipal or Industrial Facilities
  • Experience with Generac, Caterpillar, Cummins, Kohler, MTU, or Equivalent Equipment
  • Three (3) References

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  AGREEMENT TERM

  Initial Term: One (1) Year

  Optional Renewal Periods:
  Up to four (4) additional one-year renewals upon mutual agreement.

• 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)