R-11-07-14-11D1 - 7/14/2011RESOLUTION NO. R -11-07-14-11D1
WHEREAS, the City of Round Rock has duly advertised for bids to provide on-site
preventative maintenance and repair services for generators at various City locations, and
WHEREAS, Allegiance Power Systems, Inc. has submitted the lowest responsible bid, and
WHEREAS, the City Council wishes to accept the bid of Allegiance Power Systems, Inc.,
Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City an
Agreement for Purchase of Generator Maintenance and Service From Allegiance Power Systems, Inc.,
a copy of said Agreement being attached hereto as Exhibit "A" and incorporated herein.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 14th day of July, 2011.
ion
ALAN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
SARA L. WHITE, City Secretary
O:\wdo x\S CC1nts\0112\ 1104\MUNICIPAL \00226771. DOC/rmc
CITY OF ROUND ROCK
AGREEMENT FOR PURCHASE OF
GENERATOR MAINTENANCE AND SERVICE FROM
ALLEGIANCE POWER SYSTEMS, INC.
THE STATE OF TEXAS
CITY OF ROUND ROCK
COUNTY OF WILLIAMSON
COUTY OF TRAVIS
KNOW ALL BY THESE PRESENTS:
That this Agreement for purchase of services relating to on-site preventive maintenance
and remedial service by trained technicians for generators at various locations within the City of
Round Rock, Texas, and for related goods and services, referred to herein as the "Agreement," is
made and entered into on this the day of the month of 2011,
by and between the CITY OF ROUND ROCK, TEXAS, a home -rule -municipality whose offices
are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City,"
and ALLEGIANCE POWER SYSTEMS, INC., with a principal business address at Post Office
Box 4002, Lago Vista, Texas 78645, referred to herein as the "Vendor." This Agreement
supersedes and replaces any previous agreement between the named parties, whether oral or
written, and whether or not established by custom and practice.
RECITALS:
WHEREAS, City desires to purchase services relating to on-site preventive maintenance
and remedial service by trained technicians for generators at various locations within the City of
Round Rock, Texas, and City desires to purchase same from Vendor; and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said goods and
services, and City has selected the Bid submitted by Vendor; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
mutually agree as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City is obligated to buy specified goods or services and Vendor is obligated to sell specified
goods or services. The Agreement includes the following: (a) City's Invitation for Bid
designated as IFB 11-019, Specification Number 11-936-39 dated March 2011; (b) Vendor's
00224639/jkg
EXHIBIT
ItA„
Response to IFB; (c) the contract award; and (d) any exhibits, addenda, and/or amendments.
Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference
in the following order:
This Agreement;
Purchaser's Response to IFB;
City's Invitation for Bids, exhibits, and attachments.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods mean the specified supplies, materials, commodities, or equipment.
F. Purchase Order means an order placed by City's Purchasing Office for the
purchase of goods or services, written on City's standard Purchase Order form, and which when
accepted by Vendor becomes a contract. The Purchase Order is Vendor's authority to deliver
and invoice City for goods or services specified, and City's commitment to accept the goods or
services for an agreed-upon price.
G. Services means work performed to meet a demand; and the furnishing of labor,
time, or effort by the Vendor involving delivery of any specified end product or service; and
Vendor's ability to comply with promised delivery dates, specifications, and technical assistance
specified.
H. Subcontractor means any person or business enterprise providing goods, labor,
and/or services to Vendor if such goods, equipment, labor, and/or services are procured or used
in fulfillment of Vendor's obligations arising from this Agreement with City.
I. Vendor means Allegiance Power Systems, Inc., or any successors or assigns.
2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS
A. This Agreement shall be effective on the date it has been signed by both parties
hereto, and shall remain in full force and effect unless and until it expires by operation of the
term stated herein, or until terminated or extended as provided herein.
2
B. The initial term of this Agreement is for three (3) consecutive twelve (12) month
periods from the effective date hereof. After that initial term, this Agreement may be renewed
for successive terms of twelve (12) months each, not to exceed in the aggregate two (2) such
renewals, with such renewals to occur on or before the expiration date of the preceding term, and
with such renewals being absolutely predicated upon the express written agreement of both
parties. Such renewals are permitted only provided Vendor has performed each and every
contractual obligation specified in this original Agreement.
C. City reserves the right to review the relationship at atiy time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Vendor as the integrator of choice to supply the goods as outlined in IFB
11-019, Specification Number 11-936-39 dated March 2011, and Response to IFB submitted by
Vendor, all as specified in Exhibit "A" attached hereto and made a part hereof for all purposes.
The intent of these documents is to formulate an Agreement listing the responsibilities of both
parties as outlined in the IFB and as offered by Vendor in its Response to IFB.
4.01 ITEMS AWARDED
All bid items on Exhibit "A" are awarded to Vendor in the total corrected amount of
$24,667.00. The goods and services which are the subject matter of this Agreement are
described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and
they are fully a part of this Agreement as if repeated herein in full.
5.01 COSTS
Unit costs listed on Exhibit "A" shall be the basis of any charges collected by Vendor, in
the total corrected amount of $24,667.00. The parties hereto specifically agree that prices for
this Agreement shall be atoriginal prices, terms, and conditions plus any properly approved
changes.
6.01 PRICE ADJUSTMENT
City may permit "unit price" adjustments upward or downward when correlated with the
price index specified in this Agreement and exhibits. Vendor acknowledges that Section 8 of
IFB 11-019 governs. Generally, the baseline index shall be the index announced for the month
in which the solicitation was opened. Unit prices may be adjusted for each renewal period in
accordance with changes in index. The allowable percent change shall be calculated by
subtracting the baseline index from the index announced for the month in which the renewal
option is exercised and dividing the result by the baseline index. The allowable percent change
shall be rounded to the nearest one-hundredth of one percent and shall be the maximum unit
price adjustment permitted, except that Vendor may offer price decreases in excess of the
allowable percent change.
3
7.01 INVOICES
All invoices shall include, at a minimum, the following information:
A. Name and address of Vendor;
B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
8.01 NON -APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate fiends sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Vendor a written notice of termination at the end of its then current fiscal year.
9.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Vendor will be made within thirty (30) days of the day on which City receives the performance,
supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on
which the performance of services was complete, or within thirty (30) days of the day on which
City receives a correct invoice for the performance and/or deliverables or services, whichever is
later. Vendor may charge a late fee of one percent (1%) for payments not made in accordance
with this Prompt Payment Policy; however, this Policy does not apply to payments made by City
in the event:
A. There is a bona fide dispute between City and Vendor concerning the supplies,
materials, or equipment delivered or the services performed which causes the payment to be late;
Or
B. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
C. There is a bona fide dispute between any of the parties and subcontractors or
between a subcontractor and its suppliers concerning supplies, materials, or equipment delivered
or the services performed which causes the payment to be late; or
D. Invoices are not mailed to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
10.01 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without liability to Vendor
if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or
otherwise were offered or given by Vendor or its agents or representatives to any City officer,
4
employee or elected representative with respect to the performance of this Agreement. In
addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code.
11.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
12.01 ORDERS PLACED WITH ALTERNATE VENDORS
If Vendor cannot provide the goods as specified, City reserves the right and option to
obtain the products from another supplier or suppliers.
13.01 INSURANCE
Vendor shall meet all requirements as stated in the attached IFB 11-019 and in Vendor's
Response to IFB.
14.01 CITY'S REPRESENTATIVE
City hereby designates the following representatives authorized to act in its behalf with
regard to this Agreement:
Pete Dominguez
Property Management Coordinator
Round Rock Public Works Department
2015 Lamar Street
Round Rock, Texas 78664
512-341-3144
pdominguez@round-rock.tx.us
15.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
16.01 DEFAULT
If Vendor abandons or defaults hereunder and is a cause of City purchasing the specified
services elsewhere, Vendor agrees that it may be charged the difference in cost, if any, and that it
will not be considered in re -advertisement of the service and may not be considered in future
bids for the same type work unless the scope of work is significantly changed.
5
Vendor shall be declared in default of this Agreement if it does any of the following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations under
this Agreement;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
17.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten (10) days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, that being in the
event of a material and substantial breach by City, or by mutual agreement to terminate
evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay Vendor that portion of the
charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services
it would have performed under the remaining term of the Agreement except as provided herein.
18.01 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement, no matter how, or to whom, such loss inay occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution) against any third party who may be liable for an indemnified claim.
6
19.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
Vendor, its agents, employees and subcontractors shall use best efforts to comply with all
applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as
amended, and with all applicable rules and regulations promulgated by local, state and national
boards, bureaus and agencies.
20.01 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
21.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
A. When delivered personally to the recipient's address as stated in this Agreement;
or
B. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
Allegiance Power Systems, Inc.
Post Office Box 4002
Lago Vista, TX 78645
Notice to City:
Assistant City Manager
221 East Main Street
Round Rock, TX 78664
Stephen L. Sheets, City Attorney
AND TO: 309 East Main Street
Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
22.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
of this Agreement, exclusive venue for same shall lie in Williamson County, Texas. This
7
Agreement shall be governed by and construed in accordance with the laws and court decisions
of the State of Texas.
23.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing.
24.01 DISPUTE RESOLUTION
If a dispute or claim arises under this Agreement, the parties agree to first try to resolve
the dispute or claim by appropriate internal means, including referral to each party's senior
management. If the parties cannot reach a mutually satisfactory resolution, then and in that event
any such dispute or claim will be sought to be resolved with the help of a mutually selected
mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator
and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney
fees, associated with the mediation shall be shared equally by the parties.
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
25.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement, or the
occurrence of any event rendering any portion or provision of this Agreement void, shall in no
way affect the validity or enforceability of any other portion or 'provision of this Agreement.
Any void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions of this section shall not prevent this entire Agreement
from being void should a provision which is of the essence of this Agreement be determined
void.
26.01 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perforin all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
8
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given, and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates
indicated.
City of Round Rock, Texas Allegianc • Power Systems,
By: By: .� 4/.
Title: Titl
Date Signed: ►' Signed: G /7— //
For City, Attest:
By:
Sara White, City Secretary
For Ci
By:
proved as t Forni:
Stepha
J
Sheets, City Attorney
9
COPY
INVITATION FOR BID (IFB)
CITY OF ROUND ROCK PURCHASING OFFICE
221 E. Main Street
Round Rock, Texas 78664-5299
Bids are due to the Purchasing Office
at the above address by 3:O0pni, May 10. 2011
Show bid opening date & bid number in lower left hand corner
of sealed bid envelope with return address of bidding firm.
Facsimile responses shati not be accepted
Invoice To:
City of Round Rock
Accounts Payable
221 East Main Street
Round Rock, TX 78664-5299
Bid F.O.B. Destination. Freight prepaid and allowed unless
otherwise specified below
City of Round Rock
Various Locations
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
Bidding Information;
Generator Maintenance & Repair Services
Bid Number 11-019
Opening Date: 05/10/2011
Opening Time: 3:OOpm
Bid Location:
221 E. Main Street
Council Chambers
Round Rock, TX 78664
Return signed one original and three copies of bid
Respondent shall sign below
Failu1 si•n bid will disqurfy bid
Authorized Signature
iohn W. Smith
Print Name
Date
See 1.7 of Bidding Instructions
TAX ID NO.: 26-4687729
LEGAL BUSINESS NAME: Allegiance Power Systems, Inc.
ADDRESS: PO Box 4002, Lego Vista, Texas 78645
CONTACT: John W. Smith
TELEPHONE NO: 512.267.1215
BUSINESS ENTITY TYPE: Corporation- SCorp
E-MAIL: john.smith@allegiancepowersystems.com
By the signature. hereon affixed, the respondent hereby certifies that neither the respondent nor the entity represented by the respondent, or anyone
acting for such entity has violated the antitrust laws of the State, codified in Section 15.01 et seq., Texas business and commerce Code, or he Federal
antitrust laws, nor communicated directly or indirectly, the bid made to any competitor or any other person engaged in such line of business.
Respondent agrees to comply with alt conditions set forth in this IFS.
This is for a three year agreement Vvitii two 12 -month renewal options for generator maintenance and repair service in accordance with specification no
11-936-39, revised 03-2011 (16 pages)
BID SHEET
ITEM LOCATION OF
GENERATORS
SCF?r=.DUCE
QTY
UNIT
MAKE MODEL
UTfIT
PRICE
EXTENSION
.1
The Baca Center
301 W. Bagdad Ave..
Bldg 2
_ ......
Fire I
203 Commerce Blvd.
QUARTERLY (PM)
I 3
QTR
Kohler 62ksv. 3 phase 277/480
277/480 V; MdI.60REOZJB
fuel: Diesel
Ser. * 2025920
5125
$375
ANNUAL_ MAINT (AM)
t
QTR
S270
S270
_._1
-Central
.I'at`'!a'ii=SZ.(A1`'
� � id.
11
QUARTERLY (PM)
1
3
a
Q t
5200
2
Caterpillar, 80kw, 1 -phase ,
230/115 V; Mdl. 080-4
Fuel: Diesel
Ser.* CNCE00675
S125
8375
.ANNUAL MAINT (AM)
1
QTR
S351
S351
LOAD TEST (AM)
1
EA
5380 .
5380
OW i i ', 1
)
b
rt -
S260
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005
11 of 17
3
a
EXHIBIT
nAu
(TEt% LOCATION OF
GENERATORS '
3
City Hail
221 E M.ain Street
_. 4 Fire Station #2
6
206 West Bagdad Ave.
Fire Station »3
1991 Rawhide O.
Fire Station >r4 QUARTERLY (PM) 3
QTR Olympian, 1 -Phase. 280//120 V
3300 Gattis School Rd. ANNUAL MAINT (AM) 1
QTR Mdl. 95A016445
LOAD TEST (AM)
1 EA I fuel; Diesel
SCHEDUI.E
QUARTERLY (PM)
ANNUAL MAINT (AI 1)
t_OAD TEST (Ah.,)
QUARTERLY (PM)
ANNUAL MAINT (AM)
LOAD TEST (AM)
SOLICITATION NUMBER
11-0
SPECIFICATION NUM ER
11-936-39
GATED: MARCH 2011
BID SI IEE
QTY
......_._U....N...I...TI ...__I FAKE e MODEL U,_..I— -- -
EX !....____ . iPRICE TENSION t
3 OTR Olympian200kw, 3 phase
$125 5375
FS -400 1 6400
1 ! QTR ! 277/460 V; rdl. 0200P3
EA i Fuel' Diesel
Ser.* NN502324
�...__3 QTS f Genecac, 70isw, 1 -phase
1 I CTR ! 2301115 V: Mdl. 70GGHF
1 J EA Fuel: Diesel
++ Ser. #2091130
3 I Q I Caterpillar. 30kw, 1 -phase
1 [ GTP. 1 208(120 V; Mdl. D30 -8S
1
' S500 l $500
l
QUARTERLY (Pm)
ANNUAL MAINT (AM)
1.OAD TEST (AM)
EA
Fuel: Diesel
Igi\vok6,:&-314aqt64. Ser.* CATO000OTGBE40493
7 t Fire Station #5
8
350 Deepwood Dr,
Fire Station #6
2919 Joe Dirnaggio Blvd
9 Fire Station #7
2811 Oakmont Dr.
1
.3
10 Public Works
2008 Enterprise Dave
it
2701 N. Mays __._. 1 Sl.
Police Department
1
3 Forest Creek 1 QUARTERLY (PM)
QTR` Kohler. 475kw, 3 phase
QTR 1277/480 volts. Mdi. 500REOZV8
EA 1 Fuel: Diesel
Ser. rr 21612
QUARTERLY (PM)
ANNUAL MAINT (AM)
LOAD TEST (AM)
QUARTERLY (PM)
ANNUAL MAINT (AM)
LOAD TEST (AM)
MAdlet
QUARTERLY (PM)
ANNUAL MAINT (AM)
1 1 EAFuel: Diesel
ISer. *1040694359
3 1 QT`sd i Kohler, 80kw,100kva, 3-phase
1 I QTR 120/240 V: Mdl. 80REOZJO
QTR
QTR
EA
QT
Ser.: Not Visible
Olympian, 50k:v, 62.5kva, 3-phase
208/12.0 V; Mdl. 05091
Fuel: Diesel
Ser. tt E6929A/001
8 125
S325
._
S375 __..._._...
S325
S370 5370
5260
S125 $375
5227 $227 1
$200 5200
S150
$125 S3375
8270
5350
$180
5125
5270
8350
$375
S270
5350
S270
S350
8180
Curnmins, 80kw, 53.6kva. 1 -phase
QTR 120/208 V; Mdl. DGDA-5691453
1 I EA Fuel: Diesel
L Qi Ser. 4 2165718
3 QTEmpire. 45kw. 1 phase
QTR 230(120 volts, Mdl. 45000W -8E
Fuel: Diesel
f Ser. # 373404
QUARTERLY (PM)
ANNUAL MAINT (AM)
LOAD TEST (AM) `
12119 Hilton Head Dr. ANNUAL. MAINT (AM) !, 1
QTR I 3-phase, 208/120 V: Md. 0150P1
0408
Olympian, 150kw, 187,5kva.
--z-() Fuel: Diesel
STAtti
SUPERSEDES SPECIFICATION
NO. 00-936-39-02: DATED: MAY 2005
12 of 17
Ser.' E.7027A1001
S125
5325
$375
S325
} S380 I S380
S260
5125
S325
$380
$450 I
8125 8375
S375
S325
$380
8227
5227
-5�86----7--538A----- I
S180.-_ l
S125 j $375
5699 8699
$775 S775
S840
5125 $375
S375 $375
5350
ITEa.1_ LOCATION OF
GENERATORS
13 forest Creek 2
3621 Ca,nousty Cove
14 —1
Forest Creek 3
3820 Trevino Dr.
15
f
Forest Creek 4
3222 Bay HO Lane
16
Settlers Crossing
Co Rd 117 @, N. Red
Bud Ln.
17 Lake Georgetown
2040 Cedar Bend
18 Sewer PT McNutt Lift
3°39 E. Palm Valley
Blvd.
19 J Water Treatment Plant
5200 N. Ii135
20 High Service
5200 N. 11135
.........................
21
Water Treatment Plant
5200 N. IH35
BID SHEET
SCHEDULE QTY
Ji
LOAD-XEST {A 1}-.
QUARTERLY(PM) I 3 ) QT
ANNUAL MAINT' (AM) 1 I QTR
I n TEST•. -(AM)_
QUARTERLY (PM)
ANNUAL MAIM. (AM)
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
UNIT MAKE & MODEL.
QTR Generac. 100kw, 125kva, 3-phase
QTR 2771480 V; MdI. 98.A03027-5
Fuel: Diesel
Ser. # 2044055
Olympian, 30kw, 75kva, 3-phase
277(480 V; Mdl. 97A055599 -S
Fuel: Diesel
Ser. # 2037576
QTR Olympian, 40kv:. 40kva. 1 -phase
QUARTERLY (PM)
ANNUAL MAINT (AM)
..LOAD S •A4)
QUARTERLY (PM)
1 QTR 230/115 V; MO. D40P15
.__4.._ —EA. } Fuel: Diesel
Ser. # E3052A1001
Generac, 60kw, 75kva, 3-phase
277/480 volts, MdI. 5267450100
ANNUAL "/TAINT (AM)
1
QTR
QUARTERLY (PM)
At ci t:'
N
3
L1 ...
QT
ANNUAL MAINT (AM)
1
QTR
LOAD TEST (AM)
1
EA
_ - 1 !1 + cs ,e. 4 fit 4
QUARTERLY (PM) a
2
3
41111
QT
ANNUAL MAINT (AM)
1
QTR
j
, 4• / P4 lin J ' + v #
QUARTERLY (PM) i
3 QT
ANNUAL MAINT (AM)
1 QTR
.LQAQ.ZZS.T_(AM)
_—.......1.____E.11
' 1 6 x,11 II, trSW
t t,s
QUARTERLY (PPM
3 QT
ANNUAL MAINT (AM)
1 QTR
LOAD TEST (AM) 1 EA
T t` Ii S j' f 4.,1 14 ili
QUARTERLY (PM) 3 QTf1
ANNUAL MAINT (AM) 1 QTR J
SUPERSEDES SPECIFICATION
NO. 00-936-39-02: DATED: MAY 2005 13 of 17
Fuel: Diesel
Ser. # 2083251
UNIT EXTENSION
PRICE
8125 S375
$325 S325
«^$260`
S125. S375
5227 S227
4330
3150
8125
S227
S375
S227
-S-'s48-�---�-5-34.0-�-----�
S180
3125 3375
S270 8270
-33•68---$.5•68-
5200 64'—$.368-
5200
Onan, 900kw,3-Phase
277/460 V; Mel. 9000FHC
Fuel: Diesel
Ser. # H000135813
Generac. 3S0kwa, 300kw. 3 phase
277/480 V; fAdl. 7808900400
Fuel: Diesel
Ser. # 2093492
Olympian, 35kw, 3 Phase,
277/480 V: Mdt. D3OPIS
Fuel: Diesel
Ser. # 04080A/00
Kohler . 1820kw, 3 phase
277/480 V• MM 182UREOZM
uel: Diesel
S125
S1092
S1350
$1525
S125
S375
S1092
S1350
5375
S410 S410
72,5
S540
S125
S375
52.27
S227
3125
31500
52500
Ser, # 2064745 $2063
)lympian, 50kw, 62.5 kva. 3-phase S125
80/277 volts, Mdt D50P3
Fuel Diesel
S1500
32500
$375
S270 3270
4369
Ser. # OLY00000PNPF01844 S180
ITEM LOCATION OF
GENERATORS
22 Stone Oak
I 10999 Wyoming Springs
1
SCHEDULE
QUARTERLY (PM)
ANNUAL MAINT (AM)
• LWA13 TI.S.�(AtaL}.�
LCA Ak
_...
DESCRIPTION
LABOR RATE - REGULAR HOURLY RATE
MINIMUM CHARGE (IF ANY) OF _______2 HOURS
SID SHEE.T__....
QTY UNIT f
3 , QTR Olympian. 50kw, 62,5 kva, 3-phase 5125
1 j QTR
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936.39
DATED: MARCH 2011
i
MAKE & MODEL UNIT
PRICE
2 LABOR RATE - AFTER HOURS RATE
MINIMUM CHARGE (IF ANY) OF 2 HOURS
3 EMERGENCY - REGULAR HOURLY RATE
MINIMUM CHARGE (IF ANY) OF 2 HOURS
QTY UNI I
1 HR
1 HR
4
EMERGENCY - AFTER HOURS RATE
MINIMUM CHARGE (IF ANY) OF 2 HOURS
5
PRICES FOR PARTS MAY 8E ON A COST-PLUS BASIS. THE
1 HR
1 HR
1
PERCENTAGE (%), IF ANY, OF MARKUP WILL BE 25%
EXTENSION
5375
4801277 volts. MdI. 050P3 S270 S270
Fuel: Diesel
--53'59-°- 33.3Q•-•--..--,
Ser. ff OLY00000TNPF01860
r 5180
TOTAL
DELIVERY IN
INVOICES FOR WORK PERFORMED, SHALL REQUIRE A COPY
OF PARTS RECEIPT TO BE INCLUDED. FAILURE TO PROVIDE
COST-PLUS PERCENTAGE FOR MAY RESULT IN AN AT -COST
•
I., S48400 -..-
DAYS
PRICE
580
5120
S80
EX ENSION
5120
TO THE CITY.
6
TRIP CHARGE, IF ANY
1
TRIP t
NOTE: IT IS UNDERSTOOD BY BOTH PARTIES THAT A SINGLE
TRIP AND NOT MILEAGE MAY BE INVOICED BY SUPPLIER PER
1
-4
SERVICE TRIP FOR THE LIFE OF THIS CONTRACT. THIRTY-SIX
(36) TRIPS IS ONLY AN ESTIMATE AND USED FOR BUDGETING
PURPOSES ONLY.
(e.g.: 1 generator serviced - 1 trip charge: 3 generators serviced - 1 trip charge)
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 14 of 17
i-
i
i
Io
0
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
BID FORM INSTRUCTIONS DATED: MARCH 2011
ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF BID
ANY EXCEPTIONS THERETO MUST BE IN WRITING
1. BIDDING REQUIREMENTS:
1.1 Bidding requires pricing per unit shown and extensions. If trade discount is shown on bid, it should be deducted and net line extensions shown. Res
guarantees product offered WI meet or exceed specifications identified in this Invitation For Bid («FB). pondents
1 2 Bids should be submitted on Bid Sheet. Each bid shall be placed in a separate envelope cillo comp etely and property identified. F3ids mus( be in the ciente of the City
Purchasing Agent before the hour and date specified on this iFB.
1.3 Late bids property identified w.i! be returned to respondent unopened. Late bids will not be considered.
1.4 Bid F.O.B. destination, freight. prepaid, & allowed unless otherwise specified on the IFB. If otherwise, show exact cost to deliver.
1.5 Bid unit price on quantity and unit of measure specified. extend and show total. In case of errors in extension, unit
increase will not be considered. Prices shad govern. Bids subject to unlimited price
1.6 Bid prices shall be firm for acceptance 30 days from bid opening date. "Discount from List' bids are not acceptance unless requested. Cash discount will not be
considered in determining the low bid. Ail cash discounts offered will be taken if earned.
1.7 Bets shall give Tax Identification Number, fu;I name and address of respondent. Failure to sign will disqualiy bid. Person signing bid shalt show title and authority to bind
signatories firth in a contract. Firm name should appear on each page in the block provided in the upper right corner. Business Entity shag be one (1) of the following:
individual. Partnership. Sole Proprietorship, Estate/Trust, Corporation, Governmental. Non-profit, at others shall be specified. INDIVIDUAL: List name and number as
name of entity and Tax identification Number (Tin).
shown on Social Security Card. SOLE PROPRIETORSHIP; List legal name followed by legal business name and Social Security Number. ALL OTHERS: List legal
1.8 Bid cannot be altered or amended after opening time. Any Alterations made before opening time shall be initialed by respondent or an authorized agent. No bid can be
withdrawn after opening time without approval of the CITY based on a written acceptable reason.
1.9 The City is exempt from State Sales Tax and Federal Excise Tax. Do not include tax in bid.
1.10 The City reserves the right to accept or reject alt or any part of bid, waive minor technicalities and award the bid to best serve the interests of the City, Split awards may
be made at Inc sole discretion of the City.
1.11 Consistent and continued tie bids could cause rejection of bids by the City and/or investigation for antitrust violations.
1.12 Telephone bids and facsimile bids are not acceptable in response to the iFS
1.13 CAUTION: 8id invitation allows sufficient time for receipt of the preferred mail response. The City shall not be responsible for bids received tate, illegible, incomplete, or
otherwise non-responsive
2. SPECIFICATION:
2.1 Any catalog, brand name or manufacturers reference used in IFB is descriptive only (not restrictive). and is used to Indicate type and quality desired. Bids on brands of
specified is offered, ifiustrations and complete descriptionlike nature and quality will be considered unless advertised under the provisions of Section 252.022 of the Texas Local Government Code. If other than brands)
s of product offered are requested to be made a part of the bid. If respondent takes no exceptions to
specifications or reference data in bid, respondent vitt be required to furnish brand names. numbers, etc. as specified in the IFB.
2.2 Alt items bid shall be new, in first class condition, including containers suitable for shipment and storage, unless otherwise indicated in IFB. Verbal agreements to the
contrary will not be recognized.
2.3 Samples. when requested, must be furnished free of expense to the City. If not destroyed in examination, they will be returned to the respondent, on request, at
respondent expense. Each example should be marked with respondents' name and address, City bid number and code. Do not enclose in or attach to bid.
2.4 The City will not be bound by any oral statement or representation contrary to the written specifications of (his iFB.
2.5 Manufacturers standard warranty shall apply unless otherwise stated in the iFB.
3. TIE BIOS: M case of tie bids. the award wit be made in accordance with Section 271.901 of the Texas Local Government Code.
4. DELIVERY:
4.1 Bid should show number of days required to place material in City's designated Location under normal conditions. Failure to state deliver time obligates respondent to
complete delivery in fourteen (14) calendar days. Unrealisticatty short or long delivery promises may cause bid to be disregarded. Consistent failure to meet deiv
promises without valid reason may cause removal from bid list. (See 4.2 following.)cry
4.2 tf delay is foreseen, contractor shall give written notice to Inc City. The City has the right to extend delivery date if reasons appear valid. Contractor must keep Inc City
advised at all times of status of order. Default in promised delivery (without acceptable reasons) or failure to meet specifications, authorizes the City to purchase supplies
ersevihere and charge fu1 increase, if any. in cost and handling to defaulting contractor.
4.3 No substitutions or cancellations permitted without written approval of the City.
4.4 Delivery shall be made during normal working hours only, unless prior approval for late delivery has been obtained from the City, unless otherwise specified in the IFB.
5. INSPECTION AND TESTS: AN goods wilt be subject to inspection and test by the City to Inc extent practicable at all times and places. Authorized City personnel shall have
access to any supplier's place of business for the purpose of inspecting merchandise. Tests may be performed on samples submitted with the bid or on samples taken from
regular shipments. If the products tested fail to meet or exceed all conditions and requirements of the specifications, the cost of Inc sample used and the cost of the testing
shae be borne by the supplier. Goods, which have been delivered and rejected in whole or in part, may, at Inc City's option, be returned to Inc Respondent or held for
disposition at Respondent's risk and expense. Latent defects may result in revocation of acceptance.
6. AWARD OF CONTRACT: A response to an IFB is an offer to contract with the City based upon the terms, conditions. and specificaions contained in Inc 1FB tis do not
become contracts unless and until they are accepted by the City through its designates and a
purchase
interpreted under the Charter of the City and the taws of State of Texas. Ail contracts are subject t is
Inche approval of the City Counciil.�ntract shaft be governed, construed, and
7. PAYMENT: Respondent shall submit three (3) copies of an invoice shaving the purchase order number on all copies.
8. PATENTS ANO COPYRIGHTS: The contractor agrees to protect Inc City from claims involving infringements of patents or copyrights
9 RESPONDENT ASSIGNMENTS: Respondent hereby assigns to purchaser any and all claims for overcharges associated with this contract, which arise under the antitrust
taws of the State of Texas. TX. Bus. And Comm. Code Ann. Sec. 15.01. et seq. (1987).
10. RESPONDENT AFFIRMATiON:
10 1 Signing this bid with a false statement is a material breach of contract and shall void the submitted bid or any resulting contracts, and the respondent shall be removed
from all bid lists. By sgnature hereon affixed. Inc respondent hereby certifies that:
10 2 The respondent has not given. offered to give, nor intends to give any time hereafter any economic opportunity, future employment, gift loan. gratuity, special discount,
tip, fes, or service to a public servant in connection with the submitted bid.
10.3 The respondent is not currency delinquent in the payment of any debt owed the City.
10.4 Neither the respondent nor the firm, corporation, partnership, or any entity represented by the respondent, or anyone acting for such firm. corporation. or entity has
voated the antitrust laws of this State codified in Section 15.01 et. Seq. Texas Business and Commercial Code, or the Federal Antitrust Laws, nor communicated directly
or indirectly the bid made to any competitor, or any other person engaged in such fine of busyness.
10.5 The respondent has not received compensation for participation in the preparation of Inc specification for this IFB.
11. NOTE TO RESPONDENTS: Any terms and conditions attached to lid wilt not be considered unless Inc respondent specifically references them on the front of this bid font.
WARNING- Such terms and conditions may result in disqualdication of the bid (e.g. bids with the taws of a state other than Texas nequxeonents for prepayment Limitations on
remedies, etc) The City of Round Rock can onty accept bids which contain alt the terms and conditions of its formal IFB: in particular. al re
certifications must be included. Submission of bids on forms other than City bid form may result in di respondents' affvmat;Ons and
12 INQUIRIES: Inquiries in%ng to bid invitations must give bid number, ooies, and opening date. ���� of your bid
nQ Porta'
SUPERSEDES SPECIFICATION
NO. 00-938-39-02: DATED: MAY 2005 15 of 17
RESPONDENT'S REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
SOLICITATION NUMBER:
11-019
RESPONDENT'S NAME:
Allegiance Power Systems, Inc.
5/10/11
DATE:
Provide the name, address, telephone number and point of contract of at least three firms that have utilized similar service
for at least 2 year. References may be checked prior to award. Any negative responses received may result in
disqualification of bid.
1. Company's Name
Name of Contact
Title of Contact
E -Mail Address
Present Address
City, State, Zip Code
Telephone Number
2. Company's Name
Name of Contact
Title of Contact
E -Mail Address
Present Address
City, State, Zip Code
Telephone Number
3. Company's Name
Name of Contact
Title of Contact
E -Mail Address
Present Address
City, State, Zip Code
Telephone Number
City of Austin Building Services
Don Pearson
Facilities Planning Manager
Don.Pearson@ci.austin.tx.us
PO Box 1088
Austin, Texas 78767
( 512 ) 974.3971
Fax Number ( 512 ) 974-3961
Williamson County
James Whetston
Assistant Facilities Director
jwhetston@wilco.org
3101 SE Inner Loop
Georgetown, Texas 78626
( 512 ) 943-1599
Fax Number ( 512 ) 930-3313
Austin independent School District
Jay Johnson
Telecom Manager
jjohnso5@austinisd.org
1111 We' Street, Bldg. D230
Austin, Texas 78703
( 512 ) 414-6000
Fax Number ( 512 ) 414-1507
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 16 of 17
ATTACHMENT B
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
Tab4027.H 3171catCo11v_811«Price13,,c14a (.11.17hV/063533^077 C i,=1111oict.t (CN•Y ll.Sc:ty,orsgs,5i1
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127,3 1275 1222
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144.7 1445 145.4
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SUPERSEDES SPECIFICATION
NO. 00-936-39.02: DATED- MAY 2005 17 of 17
352
409
42.1
44,5
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57.4
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SOLICITATION NUMBER
11-019
SPECIFICATION N.UMBER
11-936-39
DATED: MARCH 2011
CITY OF ROUND ROCK
INVITATION FOR BID
GENERATOR PREVENTATIVE MAINTENANCE AND REPAIR SERVICES
PARTE
GENERAL
1. PURPOSE: The City of Round Rock, herein after "City", seeks to contract with a qualified
individual, firm, or Corporation, hereafter referred to as "Respondent", to provide on-site
preventative maintenance and repair services for generators at various City locations.
2. DEFINITIONS, TERMS AND CONDITIONS: By submitting a response to this solicitation,. the
Respondent agrees that the City's standard Definitions, Terms and Conditions shall govern unless
specifically provided otherwise in a separate agreement or on the face of a purchase order. Saki
Definitions, Terms and Conditions are subject to change without notice. It is the sole responsibility
of respondents to stay apprised of changes. The City's Definitions, Terms and Conditions can be
obtained from the City's website http:f/www.roundrocktexas.govfhornelindex.asp?page-463.
3. INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the
Insurance Requirements as identified on the City's website at
http://www.roundrocktexas.gov/home/index.asp?page=463.
4. CLARIFICATION: For questions or clarification of specifications, you may contact:
Nora Randall, CPPB, CTPM, CTP
Purchasing Department
City of Round Rock
Telephone: 512-218-7068
nrandail(a�round-rock.tx.us
The individual listed above may be contacted by telephone or visited for clarification of the
specifications only. No authority is intended or implied that specifications may be amended or
alterations accepted prior to solicitation opening without written approval of the City of Round Rock
through the Purchasing Division.
5. QUALIFICATIONS: The opening of a bidshall not be construed as the City's acceptance of such
as qualified and responsive. All Respondents shall:
5.1. Be firms, corporations, individuals or partnerships normally engaged in the sale and
distribution of commodity or provision of the services as specified herein.
5.2. Have adequate organization, facilities, equipment and personnel to ensure prompt and
efficient service to the City.
5.3. Identify any subcontractors to be used for this project. Experience, qualifications and
references of the subcontractors shall be submitted. The City reserves the right to approve or
disapprove all subcontractors prior to any work being performed.
5.4. Respondent shall employ a minimum of two qualified technicians. Service technicians shall
be fully qualified to work on the listed equipment and employed by the successful respondent
on the effective date of the contract. Respondent shall verify that service personnel have had
training with a minimum of one year of "hands on" experience working on the listed
equipment.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 1 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED; MARCH 2011
5.5. Provide the name, address, telephone number and E-MAIL ADDRESS of at least three firms
that have utilized similar service for at least (two) 2 years. References may be checked prior
to award. Any negative responses received may result in disqualification of submittal. NOTE:
REFERENCE FORM PROVIDED. E-MAIL ADDRESSES ARE REQUIRED.
6. BEST VALUE EVALUATION AND CRITERIA: All bids received may be evaluated based on the
best value for the City. In determining best value, the City may consider:
6.1. Purchase price and terms;
6.2. Reputation of Respondent and of Respondent's goods and services;
6.3. Experience, qualifications and quality of the Respondent's goods and services;
6.4. The extent to which the goods and services meet the City's needs;
6.5. Respondent's past relationship with the City;
6.6. The total Tong -term cost to the City to acquire the Respondent's goods or services;
6.7. Any relevant criteria specifically listed in the solicitation.
7. CONTRACT TERM: The terms of the awarded contract shall:
7.1. The initial term of theresulting contract shall bethree (3) consecutive twelve (12) month
periods from the effective date. The agreement may be renewed for two (2) additional
periods of time, not to exceed twelve (12) months each, provided both parties agree in writing
prior to the expiration of the current term.
7.2. The City reserves the right to review the respondents' performance at the end of each twelve
(12) month period and cancel all or part of the agreement(s) or continue the agreement(s)
through the next period.
7.3. If the respondent fails to perform its duties in a reasonable and competent manner, the City
shall give written notice the respondent of the deficiencies and the respondent shall have
thirty (30) days to correct such deficiencies. If the respondent fails to correct the deficiencies
with the thirty (30) days, the City may terminate the agreement by giving the respondent
written notice of termination and the reason for the termination.
7.4. If the agreement is terminated, for any reason, the respondent shall turn over alt records, to
include but not be limited to the following: records of repairs, services, deliveries, and
replacement parts, to the City within fifteen (15) working days after completion of duties
contained in the agreement.
8. PRICE INCREASE OR DECREASE: A price increase or decrease to the contract may be
considered based on the following:
8.1. The City may permit "unit price" adjustments upwardly or downwardly when correlated with
the price index specified herein. Unless otherwise indicated, the price index shall be the
specified index as published by the Bureau of Labor statistics, Washington, DC 20212. The
baseline index shall be the index announced for the month in which the solicitations opened.
Unit prices may be adjusted for each renewal period and extension period in accordance with
changes in index.
8.2. Price adjustments for each renewal and extension periods will be based on the CPI W:
http:llwww.bls.gov/cpi/cpi dr.htm, TABLE 27: Historical Consumer Price index for Urban
Wage Earners and Clerical Workers: U.S. city average, all items. ATTACHMENT B.
8.2.1. The allowable percent change shall be calculated by subtracting the baseline index
from the index announced for the month in which the renewal option Is exercised and
dividing the result by the baseline index.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 2 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
8.2.1.1. A=Baseline index from the month in which the solicitations opened or the
month of the last approved price increase.
8.2.1.2. B=Current and/or latest baseline index
8.2.1.3. "B" minus "A", then divided by "A". Multiply sum by 100% equals the
percent of the allowable price increase or decrease, "C".
C =[(B - A):A]x100%
8.2.2. The allowable percent change shall be rounded to the nearest one-hundredth of one
percent and shall be the maximum unit price adjustment permitted, except that the
vendor may offer price decreases in excess of the allowable percent change.
8.3. Price increase cannot exceed 25% for the total cost and term of the contract.
8.4. PROCEDURE TO REQUEST INCREASE OR OFFER DECREASE.
8.4.1. Mail the price increase request to the designated City Contract Specialist a minimum
of 120 days prior to each renewal period. Vendor shall supply supporting
documentation as justification for each request.
City of Round Rock
Purchasing Office
ATTN: Contract Specialist
221 E. Main Street
Round Rock, Texas 78664-5299
8.4.2. Upon receipt of the request, the City reserves the right to either: accept the
escalation as supported by the appropriate price index and make change to the
purchase order within 30 days of the request, negotiate with the vendor or cancel the
purchase order if an agreement cannot be reached on the value of the increase.
PART II
SCHEDULE
1. SOLICITATION SCHEDULE: It is the City's intention to comply with the following solicitation
timeline:
1.1. Solicitation released April 15, 2011
1.2. Pre -Bid Meeting & Site Visit (Non -Mandatory) April 26, 2011
9:30 AM
City Hall
Council Chambers
221 E. Main Street
Round Rock, Texas78664
1.3. Deadline for questions
1.4. City responses to all questionsor addendums
1.5. Responses for solicitation due by 3:00 p.m.
1.6. Award to Respondent by
April 28, 2011
May 3, 2011
May 10, 2011
June 10, 2011
The City reserves the right to modify these dates. Notice of date change will be posted to the City
website.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 3 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
2. SOLICITATION DUE DATE:Signed and sealed bids are due no later than 3:00 P.M., on the date
noted above to the Purchasing Department. Mail or carry sealed bids to:
City of Round Rock
Purchasing Office
221 E. Main Street
Round Rock, Texas78664-5299
2.1. Bids received after this time and date will not be considered.
2.2. Sealed bids shall be clearly marked on the outside of packaging with the Solicitation title,
number, due date and "DO NOT OPEN".
2.3. Facsimile or electronically transmitted bids are not acceptable.
2.4. Late bids will be returned to Respondent unopened if return address is provided.
3. PRE-BID MEETING AND SITE VISIT: The City will conduct a site inspection of the specified
location for all interested Respondents to familiarize them with the site specifications, conditions,
difficulties and restrictions and to give all potential Respondents an opportunity to ask questions
they may have concerning the solicitation.
If a bid is submitted without a representative attending the pre-bid meeting, you may risk having
your response considered non-responsive and not available for award.
3.1. Meeting date, time and location:
April 26, 2011
9:30 AM
City Hall
Council Chambers
221 E. Main Street
Round Rock, Texas 78664
4. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss,
but not be limited to the following:
4.1. Schedule preventative maintenance quarterly service time frames.
4.2. Schedule annual maintenance and load test service time frames.
4.3. Provide City contact(s) information.
4.4. Contract terms, renewals, and extensions.
PART III
SPECIFICATIONS
1. SCOPE OF WORK: Provide on-site maintenance and repair service for generators at various City
locations noted on Bid Form herein. This specification covers only the general requirements as to
the performance and certain details to which the successful Respondent shall conform.
Respondent shall be responsible for the servicing, troubleshooting, repairing, ordering and
replacing parts on generators in accordance with manufacturer's recommendations to ensure each
unit is operating as designed for the intended application.
2. ADDITIONS, DELETIONS. OR REPLACEMENTS: The City may add, delete or replace a
generator on the solicitation. If a generator is replaced, vendor shall perform maintenance on
replacement generators when the manufacturer's warranty has expired. The City will advise the
vendor by written amendment within twenty (20) business days of the addition or deletion of any
location, any new or old generator, and when service shall begin if the generator is new.
SUPERSEDES SPECIFICATION
140. 00-936-39-02; DATED: MAY 2005 4 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
3. MAINTENANCE PARTS: At the time the successful Respondent determines a generator needs
maintenance or the City calls for service:
3.1. Eighty-five percent of all parts shall be on-site within twenty-four (24) business hoursfor repair
of equipment.
3.2. All remaining parts shall be normally on-site within forty-eight (48) hours. Maintenance does
not include normal operating supplies.
4. PREVENTIVE MAINTENANCE (PM): Preventative maintenance shall be performed on equipment
to include, but not be limited to locations shown on Bid Form. AH PM inspections and repairs shall
be in accordance to the manufacturer's recommended guidelines. Successful respondent shall:
4.1. Provide a minimum of four (4) quarterly PM inspections annually. Quarterly inspections are
defined to mean inspections that are spaced three (3) months apart. During each of the
quarterly inspections, all systems shall be visually checked for potential problems, and shall
bemanually tested to assure reliability. Preventive maintenance service shall include, but not
be limited to, items identified on ATTACHMENT A and as recommended by manufacturer.
4.2. Contact City Representative of any problems, and advise as to the cost of repairs. No parts,
supplies or annual services are included in the basic inspection costs.
4.3. Perform preventive maintenance at a time mutually agreed upon between the City
representative and the Respondent.
5. ANNUAL MAINTENANCE (AM): AM service shall be accomplished on each designated generator
in thefall or fourth quarter of the year and in conjunction with the PM. AM shall include,in
accordance to the manufacturer's recommended guidelines, but not be limited to:
5.1. Check fuel level and drain separator and add fuel additive, as applicable.
5.2. Change oil.
5.3. Filter Replacement - Oil filters, fuel filters, coolant filters and air filters.
5.4. Analysis on oil, fuel and coolant.
5.5. Replacing ignition parts (gas -gasoline units only).
5.6. Testing all safety shutdowns. At this time, a series of tests shall be conducted to ensure
reliability and satisfactory interfacing between components.
5.7. Load Test: Load test shall be performed in conjunction with AM.
5.7.1. A minimum two-hour load bank test shall be performed on each of the generators at
the time of the AM, unless otherwise noted on the solicitation.
5.7.2. Load bank equipment rental costs and personnel costs shall also be included in the
AM.
5.7.3. A copy of the load test results shall be provided to the City within 5 business days.
5.7.4. Shall be performed annually on all generator systems listed below.
5.7.4.1. Central Fire
5.7.4.2. City Hall
5.7.4.3. Fire Station #2
5.7.4.4. Fire Station #3
5.7.4.5. Fire Station #4
5.7.4.6. Fire Station #5
5.7.4.7. Fire Station #6
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 5 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
5.7.4.8. Fire Station #7
5.7.4.9. Police Department
5.7.4.10. High Service
5.7.4.11. Lake Georgetown
5.7.5. AU other locations not listed shall be at the discretion and request of the City.
5.8. Test Results:Respondents shall provide to the City a copy of all test results upon completion
of AM, to include, but not be limited to fuel, oil and coolant analysis, safety shutdowns and
load test.
5.9. Perform annual maintenance at a time mutually agreed upon between the City representative
and the Respondent.
6. REPAIR SERVICE: Repair service shall be performed at the location(s) of equipment within time
allocations specified after call for service.
6.1. Emergency Service Call: Respondent shall:
6.1.1. Respond within one hour of City's call(s) for service.
6.1.2. Be at location of required service within two hours after notification by City.
6.1.3. If during the emergency repair of a generator, the City determines a rental generator
is required, Respondent will provide a rental unit until such time as City's generator is
repaired and fully functional. In addition, if an emergency arises that requires the use
of a rental generator; Respondents shall provide a rental generator at the price bid.
All rentals shall be approved by an authorized City representative and billed at the
contractors cost plus bid markup.
6.2. Non -Emergency Service Call: Respondent shall:
6.2.1. Respond within four hours of City's call(s) for service.
6.2.2. Be at location of required service within twenty-four hours after notification by City.
6.3. Service technicians performing work shall remain on-site until the problem is resolved or until
authorized to leave by the City site manager or designated point of contact (POC).
6.4. Service technicians shall be fully qualified to work on the listed equipment and employed by
the Respondent on the effective date of the contract. Respondent shall be able to verify that
service personnel have had training with a minimum of one year of "hands on" experience
working on the existing and new equipment.
6.5. Consistent failure by the Respondent to respond to service calls within the allowed response
time may place the Respondent in default and subject to cancellation of the purchase order
and, or contract. Consistent failure is defined as not responding within the allowed response
time at any or all locations on two (2) out of three (3) consecutive occurrences
7. ENGINEERING CHANGES (EC): The successful respondent shall advise the City within thirty (30)
days of EC made available by the equipment manufacturer. The City reserves the right to agree or
disagree to the installation of the EC at time of notification. When City agrees to installation, the
following applies:
7.1. The equipment manufacturer, or their designated representative, shall install within ninety
(90) days of acceptance by City contract administrator.
7.2. EC shall be authorized by the issuance of a purchase order separate from this contract.
7.3. At any point during purchase order or contract term, at the request of the City, Respondent
agrees to estimate and quote the City for costs involved in bringing all equipment to current
EC levels. Due to age of all City owned generators, EC levels shall NOT be interpreted to
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 6 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
include generator replacement due to obsolescence. Also, Respondent agrees to replace, at
the discretion of the City, any parts installed during the service period that were not
manufactured by the OEM.
8. TECHNICAL DOCUMENTATION: The Respondent shall maintain necessary technical
documentation pertaining to maintenance or service of the listed equipment and any additions to
City's inventory throughout contract and extension periods.
9. MALFUNCTION REPORTS: Respondent shall complete and furnish a malfunction report for each
maintenance or service call with the invoice. A copy of each malfunction report shall be presented
with time and material used outside the parameters of the quarterly and/or annual charge. Invoices
shall be received by the City before the next scheduled quarterly maintenance.
9.1. Reports shall include, at a minimum, the following information:
9.1.1. Date and time notification received.
9.1.2. Location of equipment.
9.1.3. Date and time of arrival.
9.1.4. Type and model of equipment.
9.1.5. Time spent for repair.
9.1.6. Description of malfunction and repair
9.1.7. Date and time equipment is made operational.
9.1.8. Part(s) ordered.
9.2. Detailed description of all completed repair work certifying equipment is in working order,
shall be signed by authorized City Representative at the time work is performed and shall
accompany the invoice for such work.
10. SERVICE RECORDS: In addition to the malfunction incident report(s),Respondent shall maintain a
complete record of all service performed on each piece of equipment, including all parts replaced.
The service record shall be an individual record identifying each piece of equipment explicitly, with
a complete history of service and all parts used. All service records and all test results shall be
furnished to the City for review.
SUPERSEDES SPECIFICATION
NO. 00 936-39-02; DATED: MAY 2005 7 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
ATTACHMENT A
PREVENTIVE MAINTENANCE
All maintenance shall be performed as per the manufacturer's recommendations. If in the event of any
conflict, the manufacturer's recommendations shall prevail.
1. A trained service representative shall visit a site, as requested by the City, as many times as
needed in a year on mutually agreed dates and times to perform preventive maintenance work.
All work shall be performed in a safe and professional manner and the work area shall be left in a
neat and clean condition.
2. STARTING SYSTEM:
• Clean batteries and cables.
• Check and record specific gravity if batteries are lead -acid or, check and record voltage
readings if batteries are nickel -cadmium.
• Check for proper starter operations, noting any usual noises.
• Check for proper cranking motor disconnect.
• Replace plugs, points, cap, rotor, condenser (where applicable), and clean as required.
Check all connections in fuel, oil, cooling, battery, and exhaust systems.
• Inspect spark plugs, magneto and coils (where applicable).
3. BATTERY CHARGING SYSTEM:
• Clean all battery terminals, verify integrity of cables and connectors. Apply corrosion
inhibitor
• Check battery charging alternator for proper output.
• Check electrolyte level and fill.
• Load test batteries
• Hydrometer test batteries
• Inspect test battery charger for high and low rate and alarms (if applicable)
• Check engine alternator. Verify and record output
4. FUEL SYSTEM:
• Check engine and supply system for any fuel leaks.
• Check operation of day tank pump and float switch.
• Check electrical and piping connections to day tank.
• Drain condensation from fuel water separator.
• Change fuel filters if applicable.
• Fuel treatment at City's request to add stabilizer to fuel tanks
5. LUBE OIL SYSTEM:
• Check engine oil level.
• Check engine oil pressure.
• Take sample of lube oil for analysis [one (1) per year)
• Change lube oil filter if applicable.
• Properly dispose of used oil filters
6. AIR INTAKE SYSTEM:
• Inspect air intake system including filter condition, crankcase breather, turbocharger, air -
box drains, louvers and ductwork (where applicable). Change filters if applicable.
• Listen for any unusual noises from this area.
• Insure that air intake flow is not unduly restricted.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 8 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
7. EXHAUST SYSTEM:
• Inspect exhaust system including muffler(s) and drain condensation trap. Inspect exhaust
flex coupling and piping for leaks and proper operation.
• Verify rain cap operation
• Check for abnormal vibration noise
• Inspect spark plugs, plug wires and distributors (gas fueled only)
• Visually check exhaust outlet for excessive smoking.
• Visually check crankcase breather for excessive smoking.
8. ENGINE COOLING SYSTEM:
• Check coolant level. Fill as needed per manufacturer specifications
• Check for proper amount of anti -freeze.
• Check coolant freeze point
• Check radiator core for obstruction or buildup of foreign matter.
• Check general condition of engine coolant.
• Check for and repair leaks
• Check inhibitors (nitrites)
• Replace coolant filter (if applicable)
• Check radiator for obstructions and air flow
• Check for proper operation of louvers, either motorized of gravity (if applicable)
• Check all belts for wear and proper tension.
• Check all hoses for cracks and brittleness.
• Check jacket water heaters and thermostats for proper operation.
Take sample of coolant for analysis [one (1) per year).
9. SPEED CONTROL SYSTEM:
• Check governor rods and linkage for loose or worn parts.
• Check governor operation under load.
• Tighten loose wiring connections and note any potential problems.
10. SAFETY SYSTEM:
• Verify and record oil pressure and water temperature.
• Test all safety shut down circuits and alarms including over -speed, over -crank, low oil
pressure, high water temperature, low coolant level, pre -alarms (if applicable)
11. AC. POWER GENERATOR:
• Make a general inspection of all electrical connections on regulator and generator.
• Grease bearings if necessary.
• Check and adjust voltage regulator. inspect slip rings.
12. ENGINE CONTROL PANEL:
• Inspect for any loose connections, terminals, hour meter, oil pressure @ operation RPM
(include hot cold PSI) voltmeter, water temperature, and ammeter
• Inspect condition of relay contacts.
• Thoroughly clean control panel.
• Check operation of all lights and replace any indicator lights not working.
• Replace any blown fuses.
• Check operation of main circuit breaker and leave in "READY" position.
• Verify and record output voltage and adjust regulator if needed
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 9 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
• Calibrate control meters
• Verify and record output frequency and adjust governor if necessary
13. TRANSFER SWITCHES:
• Inspect general cleanliness (interior and exterior)
• Inspect lugs, terminals and connections. Tighten lugs as needed
• Inspect wires for chafing
• Clean contacts
• Lubricate per manufacturer specifications
• Check for binding or wear of mechanical linkage
• inspect for arc damage or contact pitting
• Verify proper operation of all panel lamps. Replace as needed
14. GENERAL:
• Carefully inspect engine for leaks or deterioration.
• Make note of any unusual sounds during walk -around inspections.
• Check and adjust voltage and frequency.
• Add engine fluids as required.
• Grease necessary fittings.
• General maintenance on jacket water heaters, engine plumbing, etc.
15. FLUID CHANGE:
• One (1) engine oil and oil filter change per year.
• Coolants change if applicable.
16. LOAD TESTING: — During load testing, record the readings of the following:
• Lube oil pressure
• Water Temperature
• Frequency
• Current (all three phases)
• Voltage (all three phases)
• Kilowatts
• Check auto start - stop move
• Check operation of transfer switch when requested by City
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 10 of 20
ROUND ROCK, TEXAS
PURPOSE. PASSION. PROSPERITY.
City Council Agenda Summary Sheet
Agenda Item No. 11D1.
Consider a resolution authorizing the Mayor to execute an Agreement for Purchase of
Agenda Caption: Generator Maintenance and Repair Service from Allegiance Power Systems, Inc.
Meeting Date: July 14, 2011
Department: General Services
Staff Person making presentation: Larry Madsen
Construction Liaison Manager
Item Summary:
This agreement provides for purchase of services relating to on-site preventative maintenance and remedial service
by trained technicians for generators at various locations within the City. The initial term of this agreement is for 3
consecutive twelve month periods from the effective date hereof. After that initial term, this Agreement may be
renewed for successive terms of 12 months each.
In May 10, 2011 an invitation for bid was solicited and Allegiance Power Systems, Inc. was named the number one
bidder.
Strategic Plan Relevance:
Build and maintain the facilities needed to make the City attractive to businesses.
Cost: $24,667.00
Source of Funds: General & Utility Funds
Date of Public Hearing (if required): N/A
Recommended Action: Approval
EXECUTED
DOCUMENTS
FOLLOW
CITY OF ROUND ROCK
AGREEMENT FOR PURCHASE OF
GENERATOR MAINTENANCE AND SERVICE FROM
ALLEGIANCE POWER SYSTEMS, INC.
THE STATE OF TEXAS
CITY OF ROUND ROCK
COUNTY OF WILLIAMSON
COUTY OF TRAVIS
§
KNOW ALL BY THESE PRESENTS:
That this Agreement for purchase of services relating to on-site preventive maintenance
and remedial service by trained technicians for generators at various locations within the City of
Round Rock, Texas, and for related goods and services, referred to herein as the "Agreement," is
made and entered into on this the l day of the month of 114,141- , 2011,
by and between the CITY OF ROUND ROCK, TEXAS, a home -rule municipality whose offices
are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City,"
and ALLEGIANCE POWER SYSTEMS, INC., with a principal business address at Post Office
Box 4002, Lago Vista, Texas 78645, referred to herein as the "Vendor." This Agreement
supersedes and replaces any previous agreement between the named parties, whether oral or
written, and whether or not established by custom and practice.
RECITALS:
WHEREAS, City desires to purchase services relating to on-site preventive maintenance
and remedial service by trained technicians for generators at various locations within the City of
Round Rock, Texas, and City desires to purchase same from Vendor; and
WHEREAS, City has issued its "Invitation for Bid" for the provision of said goods and
services, and City has selected the Bid submitted by Vendor; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
mutually agree as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City is obligated to buy specified goods or services and Vendor is obligated to sell specified
goods or services. The Agreement includes the following: (a) City's Invitation for Bid
designated as IFB 11-019, Specification Number 11-936-39 dated March 2011; (b) Vendor's
00224639/jkg
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Response to IFB; (c) the contract award; and (d) any exhibits, addenda, and/or amendments.
Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference
in the following order:
(1) This Agreement;
(2) Purchaser's Response to IFB;
(3) City's Invitation for Bids, exhibits, and attachments.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods mean the specified supplies, materials, commodities, or equipment.
F. Purchase Order means an order placed by City's Purchasing Office for the
purchase of goods or services, written on City's standard Purchase Order form, and which when
accepted by Vendor becomes a contract. The Purchase Order is Vendor's authority to deliver
and invoice City for goods or services specified, and City's commitment to accept the goods or
services for an agreed-upon price.
G. Services means work performed to meet a demand; and the furnishing of labor,
tithe, or effort by the Vendor involving delivery of any specified end product or service; and
Vendor's ability to comply with promised delivery dates, specifications, and technical assistance
specified.
H. Subcontractor means any person or business enterprise providing goods, labor,
and/or services to Vendor if such goods, equipment, labor, and/or services are procured or used
in fulfillment of Vendor's obligations arising from this Agreement with City.
1. Vendor means Allegiance Power Systems, Inc., or any successors or assigns.
2.01 EFFECTIVE DATE, INITIAL TERM, AND ALLOWABLE RENEWALS
A. This Agreement shall be effective on the date it has been signed by both parties
hereto, and shall remain in full force and effect unless and until it expires by operation of the
term stated herein, or until terminated or extended as provided herein.
2
B. The initial term of this Agreement is for three (3) consecutive twelve (12) month
periods from the effective date hereof. After that initial term, this Agreement may be renewed
for successive terms of twelve (12) months each, not to exceed in the aggregate two (2) such
renewals, with such renewals to occur on or before the expiration date of the preceding term, and
with such renewals being absolutely predicated upon the express written agreement of both
parties. Such renewals are permitted only provided Vendor has performed each and every
contractual obligation specified in this original Agreement.
C. City reserves the right to review the relationship at any time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Vendor as the integrator of choice to supply the goods as outlined in IFB
11-019, Specification Number 11-936-39 dated March 2011, and Response to IFB submitted by
Vendor, all as specified in Exhibit "A" attached hereto and made a part hereof for all purposes.
The intent of these documents is to formulate an Agreement listing the responsibilities of both
parties as outlined in the IFB and as offered by Vendor in its Response to IFB.
4.01 ITEMS AWARDED
All bid items on Exhibit "A" are awarded to Vendor in the total corrected amount of
$24,667.00. The goods and services which are the subject matter of this Agreement are
described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and
they are fully a part of this Agreement as if repeated herein in full.
5.01 COSTS
Unit costs listed on Exhibit "A" shall be the basis of any charges collected by Vendor, in
the total corrected amount of $24,667.00. The parties hereto specifically agree that prices for
this Agreement shall be atoriginal prices, terms, and conditions plus any properly approved
changes.
6.01 PRICE ADJUSTMENT
City may permit "unit price" adjustments upward or downward when correlated with the
price index specified in this Agreement and exhibits. Vendor acknowledges that Section 8 of
IFB 11-019 governs. Generally, the baseline index shall be the index announced for the month
in which the solicitation was opened. Unit prices may be adjusted for each renewal period in
accordance with changes in index. The allowable percent change shall be calculated by
subtracting the baseline index from the index announced for the month in which the renewal
option is exercised and dividing the result by the baseline index. The allowable percent change
shall be rounded to the nearest one-hundredth of one percent and shall be the maximum unit
price adjustment permitted, except that Vendor may offer price decreases in excess of the
allowable percent change.
3
7.01 INVOICES
All invoices shall include, at a minimum, the following information:
A. Name and address of Vendor;
B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
8.01 NON -APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Vendor a written notice of termination at the end of its then current fiscal year.
9.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Vendor will be made within thirty (30) days of the day on which City receives the performance,
supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on
which the performance of services was complete, or within thirty (30) days of the day on which
City receives a correct invoice for the performance and/or deliverables or services, whichever is
later. Vendor may charge a late fee of one percent (1%) for payments not made in accordance
with this Prompt Payment Policy; however, this Policy does not apply to payments made by City
in the event:
A. There is a bona fide dispute between City and Vendor concerning the supplies,
materials, or equipment delivered or the services performed which causes the payment to be late;
or
B. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
C. There is a bona fide dispute between any of the parties and subcontractors or
between a subcontractor and its suppliers concerning supplies, materials, or equipment delivered
or the services performed which causes the payment to be late; or
D. Invoices are not mailed to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
10.01 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without liability to Vendor
if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or
otherwise were offered or given by Vendor or its agents or representatives to any City officer,
4
employee or elected representative with respect to the performance of this Agreement. In
addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code.
11.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
12.01 ORDERS PLACED WITH ALTERNATE VENDORS
If Vendor cannot provide the goods as specified, City reserves the right and option to
obtain the products from another supplier or suppliers.
13.01 INSURANCE
Vendor shall meet all requirements as stated in the attached IFB 11-019 and in Vendor's
Response to IFB.
14.01 CITY'S REPRESENTATIVE
City hereby designates the following representatives authorized to act in its behalf with
regard to this Agreement:
Pete Dominguez
Property Management Coordinator
Round Rock Public Works Department
2015 Lamar Street
Round Rock, Texas 78664
512-341-3144
pdominguez@round-rock.tx.us
15.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
16.01 DEFAULT
If Vendor abandons or defaults hereunder and is a cause of City purchasing the specified
services elsewhere, Vendor agrees that it may be charged the difference in cost, if any, and that it
will not be considered in re -advertisement of the service and may not be considered in future
bids for the same type work unless the scope of work is significantly changed.
5
Vendor shall be declared in default of this Agreement if it does any of the following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations under
this Agreement;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
17.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten (10) days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, that being in the
event of a material and substantial breach by City, or by mutual agreement to terminate
evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay Vendor that portion of the
charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services
it would have performed under the remaining term of the Agreement except as provided herein.
18.01 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution) against any third party who may be liable for an indemnified claim.
6
19.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
Vendor, its agents, employees and subcontractors shall use best efforts to comply with all
applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as
amended, and with all applicable rules and regulations promulgated by local, state and national
boards, bureaus and agencies.
20.01 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
21.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
A. When delivered personally to the recipient's address as stated in this Agreement;
or
B. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
Allegiance Power Systems, Inc.
Post Office Box 4002
Lago Vista, TX 78645
Notice to City:
Assistant City Manager
221 East Main Street
Round Rock, TX 78664
Stephen L. Sheets, City Attorney
AND TO: 309 East Main Street
Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
22.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
of this Agreement, exclusive venue for same shall lie in Williamson County, Texas. This
7
Agreement shall be governed by and construed in accordance with the laws and court decisions
of the State of Texas.
23.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing.
24.01 DISPUTE RESOLUTION
If a dispute or claim arises under this Agreement, the parties agree to first try to resolve
the dispute or claim by appropriate internal means, including referral to each party's senior
management. If the parties cannot reach a mutually satisfactory resolution, then and in that event
any such dispute or claim will be sought to be resolved with the help of a mutually selected
mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator
and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney
fees, associated with the mediation shall be shared equally by the parties.
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
25.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement, or the
occurrence of any event rendering any portion or provision of this Agreement void, shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement.
Any void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions of this section shall not prevent this entire Agreement
from being void should a provision which is of the essence of this Agreement be determined
void.
26.01 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a planner according to
generally accepted industry practices.
8
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given, and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates
indicated.
City of Round Rock, Texas
By:
Title:
Date Signed:
For City, Attest:
By: 5)t‘14,11L
Sara White, City Secretary
For City,
By:
Stephan
grove as to ' orm:
Allegiance Power Systems, In/
By: , 11/,
Tit '
I e Signed: C-/1-//
. Sheets, City
t orney
9
COPY
INVITATION FOR BiD (IFB)
CITY OF ROUND ROCK PURCHASING OFFICE
221 E. Main Street
Round Rock, Texas 78664-5299
Bidding information:
Generator Maintenance & Repair Services
Bid Number 11.019
Opening Date: 05/10/2011
Opening Time: 3:00pm
Bid Location:
Bids are due to the Purchasing Office
at the above address by 3:00pm, May 10. 201 1
Show bid opening date & bid number in lower Left hand corner
of sealed bid envelope with return address of bidding firm.
Facsimile responses shalt not be accepted
Invoice To:
City of Round Rock
Accounts Payable
221 East Main Street
Round Rock, TX 78664-5299
Bid F.O.B. Destination, Freight prepaid and allowed unless
otherwise specified below
i
City of Round Rock
Various Locations
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
221 E. Main Street
Council Chambers
Round Rock, TX 78664
Return signed one original and three copies of bid
Respondent shall sign below
Failur y si. n bid will disqu
Authorized Signature
John W. Smith
Print Name
See 1.7 of Bidding instructions
TAX ID NO.: 26-4687729
LEGAL BUSINESS NAME: Allegiance Power Systems, Inc.
ADDRESS: PO Box 4002, Logo Vista, Texas 78645
CONTACT: John W. Smith
TELEPHONE NO: 512.267.1215
BUSINESS ENTITY TYPE: Corporation- SCorp
E-MAIL: john.smith@allegiancepotiwersystems.com
By the signature hereon affixed, the respondent hereby certifies that neither the respondent nor the entity represented by the respondent, or anyone
acting for such entity has violated the antitrust laws of the State, codified in Section 15.01 et seq., Texas business and commerce Code, or he Federal
antitrust laws, nor communicated directly or indirectly, the bid made to any competitor or any other person engaged in such line of business.
Respondent agrees to comply with all conditions set forth in this IFB.
This is for a three year agreement with two 12 -month renewal options for generator maintenance and repair service in accordance with specification no
1 1-936-39, revised 03-2011 (16 pages)
ITEM
2
t..00ATiON 01,
GENERATORS
The ftaca Center
301 W. Bagdad Ave.,
Bldg 2
Central Fire
203 Commerce, Blvd
SCHEDULE
QUARTERLY (PM)
ANNUAL MAINT MAINT (AM)
Bib SHEET
QTY UNIT MAKE & MODEL
3 CTR Kohler 62kw. 3 phase 277/480
QTR
QUARTERLY (PM)
ANNUAL. MAINT (AM)
r LOAD TEST (AM)
SUPERSEDES SPECIFICATION
NO 00-935-39.02, DATED: MAY 2005
3
277/480 V; MdI. 60RE07Jf3
l=uet: Diesel
Ser. # 2025920
Q Caterpillar. 80kw, 1 -phase
1
QTR 230/115 V; Mdl. 080.4
11 of 17
1 EA Fuel- Diesel
Ser. # CNCE00675
UNIT i EXTENSION
PRICE
8125 S375
6270 S270
96
520.0
8125 5375
6351 5351
5380 5380
5250
SOLICITATION NUMBER
11-01n
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
11E1., LOCATION OF 1 _ BID SHEET
# GENERATORS „,„ EXTENSION
UNIT f UNIT
QUARTERLY `� �� T
_`.~, Olympian xuo�' �------
m�*mms�a/ »wwu��mmM------'•
'^p="
o/� *mms�a / ANNUAL -----' -� -`'�~'^~°~` ^v�s
4 Fire Station #2
F -LOAD TEST (AM
[001$40O~ -um/ rrn^wun�W�uz�pu
> / 1
8400
EA Fuel: Diesel
-- | 5500 5500
�Ser. wwwu02o24 5450
QUARTERLY v",)u
..
206 West Bagdad Ave ANNUAL �-----
-ONT ,-)
LOAD TEST
AM)
,_
50,13,s18At
'-~—
/ Fire Station #u ' QUARTERLY .P.
1991 Rawhide o, ANNUAL MA1NT (AM)
LOAD TEST (AM)
6
Fire Statio#^
3300 Gattis School Rd.
QUARTERLY (PM)
ANNUAL wmwr(
LOAD r�r�� —'
�________
--
8125
1 / EA | Fuel: Diesel
__.
( Ser.* 2091130
208/120 V; JAIL D30-85
�-�_--�---�--A'''~�~l
/»em� 5200
S150
5375
S325
S370 S370
8260 / -----
5125 5375
S227 5227
x�_ [_]L�l�//��#cAn�o�rooEooyo
3 QTR
^^ ' S375
AM)
1 QTR M�emm`o^�
__-____
EA
�________
7
8
Fire Station #5
350 Deepwood Dr.
Fire Station #6
9 Fire Station #7
� |
mnOakmont cr
10
Public Works
2008 Enterprise Drive
QUARTERLY (PM)
ANNUAL (AM)
LOAD TEST (AM)
QUARTERLY (PM)
2919 Joe Dimaggio elvd.
ANNUAL MA1NT (AM)
OAD TEST (AM
QUARTERLY (PM)
xNNuALwmw (w
LOAD TEST (AM)
3
1
-"r-
J
Ser. # Not Visible
QTR 208n20*Mdl.o509
EA Fuel, Diesel
QT
QTR
5270
5350
8180
Ser. wseoowu001
Cummins, onkw.muekvu1-poaso
`xnoonV;mm/.oGoA'xnn,xax
EA Fuel: Diesel
Ser. #1040e9435
8125
8270
5270
5270
5350 5350
5180
S125 nuo
5325 5325
5380 5380
5260
3 | oKohler, o0kn,1-
----------
A) , ) QTR120/240..
/ ..l. --_'_
325
S325 /-��-____
1EA -~Diesel
-
"�=0 5380
u'�/--n----e=� �-x""'~ ) ^«m,
[ QUARTERLY (PM)
/
��n�_ s"�w4nm,/vx�e `S125 5375
1 ANNUAL MANI .- 1 ^°...~ .'^" volts,
,
�o�*u+
Fuel: Diesel
_�". '_'
Police Department
nm/w�ma�m)
3 QT Kohler. phase
1 OTR ______&.A. S
nm��S125 S375
�u�mmno��5699 5699
icyul QUARTFRLY (PA!) ssitintia 4. ‘ ..v. i
4,,,,,, '-' SS :r.l. :. : 23 17 63
12 Forest Creek 1 QUARTERLY (PM) i _Lbr/
1 2119 Hilton Head Or. _
, ANNUAL MAINT (AM) ' �"�°,zvm,zo�mm cnao� S375 xxr
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005
12of,7
oo'
8350 /
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
,_.... .
_ .......... ... ..
BID SHEET
ULE
SCHEDUNIT GENERATORS QIY UNIT I
I MAKE & MODEL EXTENSION
13 Forest Creek 2 PRICE
QUARTERLY (PM)
I 3 QTR Generac. 100kw. 125kva, 3-phase 6125 3-3-7-5;--- .. ---
3621 Carriousty Cove ANNUAL MAIN! (Aft
M) 1 QTR 2771480 V: Mdl. 98A03027 -S $325 3325
14 Forest Creek 3
3820 Trevino Dr.
;
Fuel; Diesel
•.k
QUARTERLY (PM)
3 QT
1 QTR
Ser. 2044055
01yrnpian, 30kw. 75kva, 3-phas
ANNUAL l'AAINT (AM) 2
-LOAD-TEST4AM).--
6260
S125 3375
77/480 V; MdI. 97A055599 -S 5227 5227
15 Forest Creek 4
3222 Bay Ifiil Lane
16 Settlers Crossing
Co Rci 117 fl.) N. Red
Bud 1.n.
QUARTERLY
-
QUARTERLY (PM)
3
ANNUAL MAINT (AM) 1
.LOAD-TEST4At4)______
1-&4VIAdS&S-f
QUARTERLY (PM)
,_ ltij
Fuel: Diesel
Ser. 2037576
QT Olympian, 40kw, 40kva, 1 -phase
QTR 230/115 V; MdI. 040P15
EA. Fuel: Diesel
Ser. # E3052A1001
Generac, 60kw, 75kva, 3-phase
277/480 volts, MM. 5267450100
Fuet:Desel
Ser. # 2083251
Onan, 900kw,3-Phase
277/480 V; Mdl. 9000FFIC
EA Fuel: Diesel
ANNUAL MAINT (AM)
QT
1 QTR
40S14,AM)
si
17 Lake Georgetown
2040 Cedar Bend
18
Sewer PT McNutt Lift
3939 E. Palm Valley
Blvd
19 Water Treatment Plant
5200N 11135
QUARTERLY (PM)
ANNUAL MAINT (AM)
LOAD 'TEST (AM)
• -14
QUARTERLY (PM)
ANNUAL MA1NT (AM)
-1.040-1EST4AM),
• , • •
QUARTERLY (PM)
3 QT
1 QTf-Z
QT
Pt /
ANNUAL MAINT (AM)
.,LOACLIEST-(AM)-
20 High Service QUARTERLY (PM)
1
tro
. 5200 N. I1135 ANNUAL MAINT (AM)
4330 330--
3150
6125 $375
S227 6227
V-346-7-4340--
3180
6125 5375
S270 6270
6200
6125
6375
31092
S1092
S1350
Ser. # H000135813 61525
S1350
Generac, 350kwa, 300kw. 3 phase S125
1 QTR 277/480 V; MdI. 7808900400
1 —EA, Fuel: Diesel
Ser. 2093492
so,
8375
6410
3410
4726-
3540
7-26
3 QT Olympian, 35kw, 3 Phase,
1 QTR 277/480 V: Md1. D3OP1S
t__ Fuel: Diesel
Ser. # D4080A/00
3 QTj Kohter, ,1820kw, 3 phase 5125
1 QTR L__51500
1 EA 62500
3125 J 3375
5227 S227
4435-
5150
277/480 V; IkAdl. 1820REOZM
Fuel: Diesel
Ser. # 2064745
LOAD TEST (AM)
i 21
..••••• ,,• •
Water Treatment Plant
5200 N 1H35
&'
QUARTERLY (PM)
3 QTJ Olympian, 50kw, 62.5 kva. 3-phase 6125 $375
4‘ A Al Le.
S375
51500
52500
$2063
ANNUAL MAINT (AM) 1 QTR 480/277 volts, Mdt DSOP3
Fuel: Diesel
SUPERSEDES SPECIFICATION
NO. 00-936-39-02: DATED: MAY 2005 13 of 1/
Ser, f OLY00000PNPF01844
3270 6270
,c4.69
3180
ITEM LOCATION OF
GENERATORS
22 Stone Oak
—I 10999 Wyoming Springs
Slt) SHEET
SCHEDULE QTY UNIT
QUARTERLY (PM) 3 QTR
ANNUAL MAINT (AM) 1 I QTR
-LOAD-TEST-OA
6v(0,0.4.0
---^,.•.,
tLL9 b.MU
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936.39
DATED: MARCH 2011
_
MAKE & MODEL
PRICE
UNIT
Olympian. 501m, 62.5 kva, 3-phase S125
4801277 volts. Mdl. D50P3 S270
Fuel: Diesel
Ser. # OLY00000TNPF01660 5180
TOTAL
_ 1484444)0—
DELIVERY IN
DAYS
SUPERSEDES SPECIFICATION
NO, 00-936-39-02: DATED: MAY 2005 14 of 17
! $80
. •
i 5120 I
-
0
1
1--"1-7-A-E7-0--------------T----------"---------RA
DESCRIPTION
E
QTY
LINi
MINIMUM CHARGE (IF ANY) OF 2 __ HOURS
1
HR
2
LABOR RATE - AFTER HOURS RATE
MINIMUM CHARGE (IF ANY) OF 2 HOURS
1
HR
3
EMERGENCY - REGULAR HOURLY RATE
MINIMUM CHARGE (IF ANY) OF 2 HOURS 1 HR
_
______
4
EMERGENCY - AFTER HOURS RATE
•
MINIMUM CHARGE (IF ANY) OF 2 HOURS
1
HR
5
PRICES FOR PARTS MAY 8E ON A COST-PLUS BASIS. THE
1
PERCENTAGE (%), IF ANY. OF MARKUP WILL BE 25%
INVOICES FOR WORK PERFORMED, SHALL REQUIRE A COPY
OF PARTS RECEIPT TO BE INCLUDED. FAILURE TO PROVIDE
COST-PLUS PERCENTAGE FOR MAY RESULT IN AN AT -COST
TO THE CITY,
6
TRIP CHARGE. IF ANY
1 TRIP
NOTE: IT IS UNDERSTOOD BY BOTH PARTIES THAT A SINGLE
--1
TRIP AND NOT MILEAGE MAY BE INVOICED BY SUPPLIER PER
SERVICE TRIP FOR THE LIFE OF THIS CONTRACT. THIRTY-SIX
(36) TRIPS IS ONLY AN ESTIMATE AND USED FOR BUDGETING
PURPOSES ONLY.
(e.g.: 1 generator serviced - 1 trip charge: 3 generators serviced - 1 trio champt
SUPERSEDES SPECIFICATION
NO, 00-936-39-02: DATED: MAY 2005 14 of 17
! $80
. •
i 5120 I
-
0
1
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
BID FORM INSTRUCTIONS DATED: MARCH 2011
ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF BID
ANY EXCEPTIONS THERETO MUST BE IN WRITING
1. BIDDING REQUIREMENTS:
1.1 Bidding requires pricing per unit shown and extensions. If trade discount is shown on bid, it should be deducted and net line extensions shown. Respondents
guarantees product offered will meet or exceed specifications identified in this Invitation For Bid (IFS).
1 2 Bids should be submitted on Bid Sheet. Each bd shall be placed in a separate envelope completely and properly identified. Bids must be in the office of the City
Purchasing Agent before the hour and date specified on this IFB.
1.3 Late bids property identified mitt be returned to respondent unopened. Late bids will not be considered.
1.4 Bid F.O.B. destination, freight, prepaid, & allowed unless othenv'se specified on the iFB. If otherv;se, shay exact cost to deriver,
1.5 Ski unit price on quantity and unit of measure speofied, extend and show total. In case of errors in extension, unit prices shall govern. Bids subject to unlimited price
increase vtl not be considered.
1.6 Bid prices shall be firm for acceptance 30 days from bid opening date. "Discount from List' bids are not acceptance unless requested. Cash discount will not be
considered in determining the low bd. All cash discounts offered will be taken if earned.
1.7 Bids shall give Tax Identification Number, full name and address of respondent. Failure to sign will disqualify bid. Person signing bid shalt show title and authority to bind
signatories firm in a contract. Firm name should appear on each page in the block provided in the uppers ,
Individual, Partnership, Sde Proprietorship, Estater ust, Corporation, Governmental. Non-profit, all others righthall be specified. sINDIVIDUAL: one(1) a and number a
name of entity and Tax identification N umber (Tine
shown on Social Security Card. SOLE PROPRIETORSHIP; List Legal name followed by legal business name and Social Security Number. ALL OTHERS; List legal
1.8 Bid cannot be altered or amended after opening time. Any Alterations made before opening time shall be initialed by respondent or an authorized agent. No bid can be
:ithdrawn after opening time without approval of the CiTY based on a written acceptable reason.
1.9 The City is exempt from State Sales Tax and Federal Excise Tax Do not include tax in bid.
1.10 The City reserves the right to accept or reject all or arty part of bid, waive minor technicalities and award the bid to best serve the interests of the
be made at the sole discretion of the City. City, Split awards may
1.11 Consistent and continued tie beds could cause rejection of bids by the City andror investigation for antitrust violations.
1.12 Telephone bids and facsimile bids are not acceptable in response to the iF8
1.13 CAUTION: Bid invitation allows sufficient time for receipt of the preferred mail response. The City shall not be responsible for bids received fate, illegible, incomplete, or
otherwise non-responsive
2. SPECIFICATION:
2.1 My catalog, brand name or manufacturer's reference used in IFB is descriptive only (not restrictive), and is used to indicate type and quality desired. Bids on brands of
like nature and quality will be considered unless advertised under the previsions of Section 252.022 of the Texas Local Government Code. If other than brand(s)
specified is offered, illustrations and complete descriptions of product offered are requested to be made a part of the bid. if respondent takes no exceptions to
specifications or reference data in bid, respondent will be required to furnish brand names, numbers, etc, as specified in the IFB.
2.2 All items bid shall be new, in first Gass condition, including containers suitable for shipment and storage, unless otherwise indicated in IFB. Verbal agreements to the
contrary will not be recognized.
2.3 Samples, when requested, must be furnished free of expense to the City. If not destroyed in examination, they will be returned to the respondent, on request, at
respondent expense. Each example should be marked with respondents' name and address, City bid number and code. Do not enclose in or attach to bid.
2.4 The City will not be bound by any ora/ statement or representation contrary to the written specifications of this 1FB.
2.5 Manufacturers standard warranty shall apply unless otherwise stated In the IFB.
3. TIE BIDS: to case of tie bids. the award will be made in accordance with Section 271.901 of the Texas Local Government Code.
4. DELIVERY:
4.1 Bid should show number of days required to place material in Citys designated location under normal conditions. Failure to state deliver time obligates respondent to
complete delivery in fourteen (14) calendar days. Unreatisticatly short or long delivery promises may cause bid to be disregarded. Consistent failure to meet delivery
promises without valid reason may cause removal from bid list. (See 4.2 following.)
4.2 If delay is foreseen, contractor shall give written notice to the City. The City has the right to extend delivery date if reasons appear valid_ Contractor must keep the City
advised at alt times of status of order. Default in promised delivery (without acceptable reasons) or failure to meet specifications, authorizes the City to purchase suppies
elsewhere and charge fu I increase, if any, in cost and handling to defaulting contractor.
4.3 No substitutions or cancellations permitted without written approval of Inc City.
4.4 Delivery shall be made during normal working hours only, unless prior approval for late delivery has been obtained from the City, unless otherwise specified in the IFB.
5. INSPECTION AND TESTS: Alt goods will be subject to inspection and test by the City to the extent practicable at all times and places. Authorized City personnel shall have
access to any suppliers place of business for the purpose of inspecting merchandise. Tests may be performed on samples submitted with Inc bid or on samples taken from
regular shipments. If the products tested fail to meet or exceed all conditions and requirements of the specifications, the cost of the sample used and the cost of Inc testing
shaft be borne by the supplier_ Goods, which have been delivered and rejected in whole or in part, may, at the City's option, be returned to the Respondent or held for
disposition at Respondent's risk and expense. Latent defects may result in revocation of acceptance.
6. AWARD OF CONTRACT: A response to an IFB is an offer to contract with the City based upon the terms, conditions, and specifications contained in Inc IFB Bids do not
become contracts unless and until they are accepted by the City through its designates and a purchase order is issued The contract shall be governed, construed, and
interpreted under Inc Charter of the City and Inc laws of State of Texas, Alt contracts are subject to the approval of the City Council.
7 PAYMENT: Respondent shall submit three (3) copies of an invoice showing Inc purchase order number on all copies.
8 PATENTS AND COPYRIGHTS: The contractor agrees to protect Inc City from claims involving infringements of patents or copyrights
9 RESPONDENT ASSIGNMENTS: Respondent hereby assigns to purchaser any and all clams for overcharges associated with this contract, which arise under Inc antitrust
taws of the State of Texas. TX, Bus. And Comm. Code Ann. Sec. 15.01. et seq (19667).
10. RESPONDENT AFFIRMATION:
10 1 Signing this bid with a false statement is a material breach of contract and shall void the submitted bid or any resulting contracts, and the respondent shall be removed
from all bid lists. By signature hereon affixed. the respondent hereby certifies that.
10 2 The respondent has not given, offered to give, nor intends to give any time hereafter any econornlc opportunity, future employment. gift. loan. gratuity, special discount,
tip, favor, or service to a public servant in connection with the submitted bid.
10.3 The respondent is not currently delinquent in the payment of any debt owed the City.
10.4 Neither the respondent nor Inc firm, corporation, partnership, or any entity represented by Inc respondent, or anyone acting for such firm. corporation, or entity has
violated the antitrust laves of this State codified in Section 15.01 et. Seq. Texas Business and Commercial Code, or Inc Federal Antitrust Laws, nor communicated directly indirectly the bid made to any competitor, or any other person engaged in such tine of business.
10.5 The respondent has not received compensation for participation in Inc preparation of Inc specification for this IFS.
11 NOTE TO RESPONDENTS Any terms and conditions attached to bid will not be considered unless Inc respondent speoiica:ly references them on time front of this bid form.
WARNING- Such terms and conditions may result in disqualification of the bid (e.g. bids with the laws of a state other than Texas requirements for prepayment. Limitations on
remedies, etc) The City of Round Rock can only accept bids which contain all the terms and conditions of its formal IFB: in particular, at respondents' affirmations and
certifications must be included. Submission of bids on forms other than City bid form may result in disqualifcation of your bid
12 INQUIREES. Inquiries pertain%ng to bid invitations must give bid number, cedes, and opening date.
SUPERSEDES SPECIFICATION
NO. 00-935-39.02: DATED: MAY 2005 15 of 17
RESPONDENT'S REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
SOLICITATION NUMBER: 11-019
RESPONDENT'S NAME:
Allegiance Power Systems, Inc.
5/10/11
DATE:
Provide the name, address, telephone number and point of contract of at least three firms that have utilized similar service
for at least 2 year. References may be checked prior to award. Any negative responses received may result in
disqualification of bid.
1. Company's Name
Name of Contact
Title of Contact
E -Mail Address
Present Address
City, State, Zip Code
Telephone Number
2. Company's Name
Name of Contact
Title of Contact
E -Mail Address
Present Address
City, State, Zip Code
Telephone Number
3. Company's Name
Name of Contact
Title of Contact
E -Mail Address
Present Address
City, State, Zip Code
Telephone Number
City of Austin Building Services
Don Pearson
Facilities Planning Manager
Don.Pearson@ci.austin.tx.us
PO Box 1088
Austin, Texas 78767
( 512 ) 974,3971
Fax Number ( 512 ) 974-3961
Williamson County
James Whetston
Assistant Facilities Director
jwhetston@witco.org
3101 SE Inner Loop
Georgetown, Texas 78626
( 512 ) 943-1599
Fax Number ( 512 ) 930-3313
Austin Independent School District
Jay Johnson
Telecom Manager
jjohnso5@austinisd.org
1111 W 8Li' Street, Bldg. D230
Austin, Texas 78703
( 512 ) 414-6000
Fax Number ( 512 ) 414-1507
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02, DATED* MAY 2005 16 of 17
ATTACHMENT B
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
Table 27. His1107fca1 Cans#.L11a Price indc,.iar tktarl W06,0 Earm3Tr. and Cxx1,1 W0r9carz (CF1-Wx t1. S. city 3voraffa, zll
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40.1 402
41.0 41.6
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528 43.0
56.1 562
593 592
632 63.7
695 703
79.4 £0.5
2`3 a 89.0
93.0 542
98.1 5,4
101,5 101.8
105.4 106 9
400.5 1079
1105 111A
114.7 115.1
1202 1202
126.4 127.1
1725 123.0
136.4 137.0
140.7 141.1
144.0 1.4.4
147.5 146,3 146.7
151.7 152.2 1525
156..3 1553 187.0
151104 5 152.7
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165.5 1663 1679
171.7 172.4 1726
1732 173.7 174.7
177.7 1792 1203
12135 141,9 12 8
1853 187.3 18^96
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107.6
111.6
113.7
121
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41.9 42.0
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53.5 93.9
922 97.1
60.6 61.0
85.6
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52.3 832
973 91.1
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953 99..2
102 5 102.2
105.7 107.0
1073 103.4
1115 112.4
1162 115.7
1225 122 8
1275 1223
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137.5 133.1
1415 142..0
1443 145.4
1453 1499
154.0 164.1
1572 1974
159.5 139.7
162E 192.8
1622 1652
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176.8 1792
179.4 179.6
124..7 155.3
1900 192.1
1992 1936
203.90 33.96
222 7 5 2155
204.774 210.92
214 124 21299
SUPERSEDES SPECIFICATION
NO. 00-936-39.02; DATED. MAY 2005 17 of 17
3.2/
:02
4+0,9
42.1
449
49.7
545
57.4
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103.4
112.7
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122.7
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113.6
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153.3
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164.7
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181.0
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203.939
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1970
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104.7
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115.0
124.4
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133,8
143.4
147.3
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173.7
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270.7
172.9
177.0
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1972
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374 £13
211.703
2152
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
CITY OF ROUND ROCK
INVITATION FOR BID
GENERATOR PREVENTATIVE MAINTENANCE AND REPAIR SERVICES
PART I
GENERAL
1. PURPOSE: The City of Round Rock, herein after "City", seeks to contract with a qualified
individual, firm, or Corporation, hereafter referred to as "Respondent", to provide on-site
preventative maintenance and repair services for generators at various City locations.
2. DEFINITIONS, TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City's standard Definitions, Terms and Conditions shall govern unless
specifically provided otherwise in a separate agreement or on the face of a purchase order. Said
Definitions, Terms and Conditions are subject to change without notice. It is the sole responsibility
of respondents to stay apprised of changes. The City's Definitions, Terms and Conditions can be
obtained from the City's website http:/Iwww.roundrocktexas.govlhorne/index.asp?paqe=463.
3. INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the
Insurance Requirements as identified on the City's website at
http:llwww.roundrocktexas.govlhome/index.asp?page=463.
4. CLARIFICATION: For questions or clarification of specifications, you may contact:
Nora Randall, CPPB, CTPM, CTP
Purchasing Department
City of Round Rock
Telephone: 512-218-7068
nrandall aPround-rock.tx.us
The individual listed above may be contacted by telephone or visited for clarification of the
specifications only. No authority is intended or implied that specifications may be amended or
alterations accepted prior to solicitation opening without written approval of the City of Round Rock
through the Purchasing Division.
5. QUALIFICATIONS: The opening of a bidshall not be construed as the City's acceptance of such
as qualified and responsive. An Respondents shall:
5.1. Be firms, corporations, individuals or partnerships normally engaged in the sale and
distribution of commodity or provision of the services as specified herein.
5.2. Have adequate organization, facilities, equipment and personnel to ensure prompt and
efficient service to the City.
5.3. identify any subcontractors to be used for this project. Experience, qualifications and
references of the subcontractors shall be submitted. The City reserves the right to approve or
disapprove all subcontractors prior to any work being performed.
5.4. Respondent shall employ a minimum of two qualified technicians. Service technicians shall
be fully qualified to work on the listed equipment and employed by the successful respondent
on the effective date of the contract. Respondent shall verify that service personnel have had
training with a minimum of one year of "hands on" experience working on the listed
equipment.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02: DATED: MAY 2005 1 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
5.5. Provide the name, address, telephone number and E-MAIL ADDRESS of at least three firms
that have utilized similar service for at least (two) 2 years. References may be checked prior
to award. Any negative responses received may result in disqualification of submittal. NOTE:
REFERENCE FORM PROVIDED. E-MAIL ADDRESSES ARE REQUIRED.
6. BEST VALUE EVALUATION AND CRITERIA: All bids received may be evaluated based on the
best value for the City. In determining best value, the City may consider:
6.1. Purchase price and terms;
6.2. Reputation of Respondent and of Respondent's goods and services;
6.3. Experience, qualifications and quality of the Respondent's goods and services;
6.4. The extent to which the goods and services meet the City's needs;
6.5. Respondent's past relationship with the City;
6.6. The total long-term cost to the City to acquire the Respondent's goods or services;
6.7. Any relevant criteria specifically listed in the solicitation.
7. CONTRACT TERM: The terms of the awarded contract shall:
7.1. The initial term of theresulting contract shall bethree (3) consecutive twelve (12) month
periods from the effective date. The agreement may be renewed for two (2) additional
periods of time, not to exceed twelve (12) months each, provided both parties agree in writing
prior to the expiration of the current term.
7.2. The City reserves the right to review the respondents' performance at the end of each twelve
(12) month period and cancel all or part of the agreement(s) or continue the agreement(s)
through the next period.
7.3. If the respondent fails to perform its duties in a reasonable and competent manner, the City
shall give written notice the respondent of the deficiencies and the respondent shall have
thirty (30) days to correct such deficiencies. If the respondent fails to correct the deficiencies
with the thirty (30) days, the City may terminate the agreement by giving the respondent
written notice of termination and the reason for the termination.
7.4. If the agreement is terminated, for any reason, the respondent shall turn over all records, to
include but not be limited to the following: records of repairs, services, deliveries, and
replacement parts, to the City within fifteen (15) working days after completion of duties
contained in the agreement.
8. PRICE INCREASE OR DECREASE: A price increase or decrease to the contract may be
considered based on the following:
8.1. The City may permit "unit price" adjustments upwardly or downwardly when correlated with
the price index specified herein. Unless otherwise indicated, the price index shall be the
specified index as published by the Bureau of Labor statistics, Washington, DC 20212. The
baseline index shall be the index announced for the month in which the solicitations opened.
Unit prices may be adjusted for each renewal period and extension period in accordance with
changes in index.
8.2. Price adjustments for each renewal and extension periods will be based on the CPi-W:
http://www.bis.gov/cpi/cpi dr.htm, TABLE 27: Historical Consumer Price index for Urban
Wage Earners and Clerical Workers: U.S. city average, all items. ATTACHMENT B.
8.2.1. The allowable percent change shall be calculated by subtracting the baseline index
from the index announced for the month in which the renewal option is exercised and
dividing the result by the baseline index.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 2 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
8.2.1.1. A=Baseline index from the month in which the solicitations opened or the
month of the last approved price increase.
8.2.1.2. B=Current and/or latest baseline index
8.2.1.3. "B" minus "A", then divided by "A". Multiply sum by 100% equals the
percent of the allowable price increase or decrease, "C".
C =[(B - A) : A]x100%
8.2.2. The allowable percent change shall be rounded to the nearest one-hundredth of one
percent and shall be the maximum unit price adjustment permitted, except that the
vendor may offer price decreases in excess of the allowable percent change.
8.3. Price increase cannot exceed 25% for the total cost and term of the contract.
8.4. PROCEDURE TO REQUEST INCREASE OR OFFER DECREASE.
8.4.1. Mail the price increase request to the designated City Contract Specialist a minimum
of 120 days prior to each renewal period. Vendor shall supply supporting
documentation as justification for each request.
City of Round Rock
Purchasing Office
ATTN: Contract Specialist
221 E. Main Street
Round Rock, Texas 78664-5299
8.4.2. Upon receipt of the request, the City reserves the right to either: accept the
escalation as supported by the appropriate price index and make change to the
purchase order within 30 days of the request, negotiate with the vendor or cancel the
purchase order if an agreement cannot be reached on the value of the increase.
PART 11
SCHEDULE
1. SOLICITATION SCHEDULE: It is the City's intention to comply with the following solicitation
timeline:
1.1. Solicitation released
1.2. Pre -Bid Meeting & Site Visit (Non -Mandatory)
9:30 AM
City Hall
Council Chambers
221 E. Main Street
Round Rock, Texas78664
1.3. Deadline for questions
1.4. City responses to all questionsor addendums
1.5. Responses for solicitation due by 3:00 p.m.
1.6. Award to Respondent by
April 15, 2011
April 26, 2011
April 28, 2011
May 3, 2011
May 10, 2011
June 10, 2011
The City reserves the right to modify these dates. Notice of date change will be posted to the City
website.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 3 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
2. SOLICITATION DUE DATE:Signed and sealed bids are due no later than 3:00 P.M., on the date
noted above to the Purchasing Department. Mail or carry sealed bids to:
City of Round Rock
Purchasing Office
221 E. Main Street
Round Rock, Texas78664-5299
2.1. Bids received after this time and date will not be considered.
2.2. Sealed bids shall be clearly marked on the outside of packaging with the Solicitation title,
number, due date and "DO NOT OPEN".
2.3. Facsimile or electronically transmitted bids are not acceptable.
2.4. Late bids will be returned to Respondent unopened if return address is provided.
3. PRE-BID MEETING AND SITE VISIT: The City will conduct a site inspection of the specified
location for all interested Respondents to familiarize them with the site specifications, conditions,
difficulties and restrictions and to give all potential Respondents an opportunity to ask questions
they may have concerning the solicitation.
If a bid is submitted without a representative attending the pre-bid meeting, you may risk having
your response considered non-responsive and not available for award.
3.1. Meeting date, time and location:
April 26, 2011
9:30 AM
City Hall
Council Chambers
221 E. Main Street
Round Rock, Texas 78664
4. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss,
but not be limited to the following:
4.1. Schedule preventative maintenance quarterly service time frames.
4.2. Schedule annual maintenance and load test service time frames.
4.3. Provide City contact(s) information.
4.4. Contract terms, renewals, and extensions.
PART III
SPECIFICATIONS
I. SCOPE OF WORK: Provide on-site maintenance and repair service for generators at various City
locations noted on Bid Form herein. This specification covers only the general requirements as to
the performance and certain details to which the successful Respondent shall conform.
Respondent shall be responsible for the servicing, troubleshooting, repairing, ordering and
replacing parts on generators in accordance with manufacturer's recommendations to ensure each
unit is operating as designed for the intended application.
2. ADDITIONS, DELETIONS, OR REPLACEMENTS: The City may add, delete or replace a
generator on the solicitation. If a generator is replaced, vendor shall perform maintenance on
replacement generators when the manufacturer's warranty has expired. The City will advise the
vendor by written amendment within twenty (20) business days of the addition or deletion of any
location, any new or old generator, and when service shall begin if the generator is new.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 4 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
3. MAINTENANCE PARTS: At the time the successful Respondent determines a generator needs
maintenance or the City calls for service:
3.1. Eighty-five percent of all parts shall be on-site within twenty-four (24) business hoursfor repair
of equipment.
3.2. All remaining parts shall be normally on-site within forty-eight (48) hours. Maintenance does
not include normal operating supplies.
4. PREVENTIVE MAINTENANCE (PM): Preventative maintenance shall be performed on equipment
to include, but not be limited to locations shown on Bid Form. All PM inspections and repairs shall
be in accordance to the manufacturer's recommended guidelines. Successful respondent shall:
4.1. Provide a minimum of four (4) quarterly PM inspections annually. Quarterly inspections are
defined to mean inspections that are spaced three (3) months apart. During each of the
quarterly inspections, all systems shall be visually checked for potential problems, and shall
bemanually tested to assure reliability. Preventive maintenance service shall include, but not
be limited to, items identified on ATTACHMENT A and as recommended by manufacturer.
4.2. Contact City Representative of any problems, and advise as to the cost of repairs. No parts,
supplies or annual services are included in the basic inspection costs.
4.3. Perform preventive maintenance at a time mutually agreed upon between the City
representative and the Respondent.
5. ANNUAL MAINTENANCE (AM): AM service shall be accomplished on each designated generator
in thefall or fourth quarter of the year and in conjunction with the PM. AM shall include,in
accordance to the manufacturer's recommended guidelines, but not be limited to:
5.1. Check fuel level and drain separator and add fuel additive, as applicable.
5.2. Change oil.
5.3. Filter Replacement - OH filters, fuel filters, coolant filters and air filters.
5.4. Analysis on oil, fuel and coolant.
5.5. Replacing ignition parts (gas -gasoline units only).
5.6. Testing all safety shutdowns. At this time, a series of tests shall be conducted to ensure
reliability and satisfactory interfacing between components.
5.7. Load Test: Load test shall be performed in conjunction with AM.
5.7.1. A minimum two-hour load bank test shall be performed on each of the generators at
the time of the AM, unless otherwise noted on the solicitation.
5.7.2. Load bank equipment rental costs and personnel costs shall also be included in the
AM.
5.7.3. A copy of the load test results shall be provided to the City within 5 business days.
5.7.4. Shall be performed annually on all generator systems listed below.
5.7.4.1. Central Fire
5.7.4.2. City Hall
5.7.4.3. Fire Station #2
5.7.4.4. Fire Station #3
5.7.4.5. Fire Station #4
5.7.4.6. Fire Station #5
5.7.4.7. Fire Station #6
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 5 of 20
5.7.4.8.
5.7.4.9.
Fire Station #7
Police Department
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
5.7.4.10. High Service
5.7.4.11. Lake Georgetown
5.7.5. All other locations not listed shall be at the discretion and request of the City.
5.8. Test Results:Respondents shall provide to the City a copy of all test results upon completion
of AM, to include, but not be limited to fuel, oil and coolant analysis, safety shutdowns and
load test.
5.9. Perform annual maintenance at a time mutually agreed upon between the City representative
and the Respondent.
6. REPAIR SERVICE: Repair service shall be performed at the location(s) of equipment within time
allocations specified aftercall for service.
6.1. Emergency Service CaII: Respondent shall:
6.1.1. Respond within one hour of City's call(s) for service.
6.1.2. Be at location of required service within two hours after notification by City.
6.1.3. If during the emergency repair of a generator, the City determines a rental generator
is required, Respondent will provide a rental unit until such time as City's generator is
repaired and fully functional. In addition, if an emergency arises that requires the use
of a rental generator; Respondents shall provide a rental generator at the price bid.
All rentals shall be approved by an authorized City representative and billed at the
contractors cost plus bid markup.
6.2. Non -Emergency Service Call: Respondent shall:
6.2.1. Respond within four hours of City's call(s) for service.
6.2.2. Be at location of required service within twenty-four hours after notification by City.
6.3. Service technicians performing work shall remain on-site until the problem is resolved or until
authorized to leave by the City site manager or designated point of contact (POC).
6.4. Service technicians shall be fully qualified to work on the listed equipment and employed by
the Respondent on the effective date of the contract. Respondent shall be able to verify that
service personnel have had training with a minimum of one year of "hands on" experience
working on the existing and new equipment.
6.5. Consistent failure by the Respondent to respond to service calls within the allowed response
time may place the Respondent in default and subject to cancellation of the purchase order
and, or contract. Consistent failure is defined as not responding within the allowed response
time at any or all locations on two (2) out of three (3) consecutive occurrences
7. ENGINEERING CHANGES (EC): The successful respondent shall advise the City within thirty (30)
days of EC made available by the equipment manufacturer. The City reserves the right to agree or
disagree to the installation of the EC at time of notification. When City agrees to installation, the
following applies:
7.1 The equipment manufacturer, or their designated representative, shall install within ninety
(90) days of acceptance by City contract administrator.
7.2. EC shall be authorized by the issuance of a purchase order separate from this contract.
7.3. At any point during purchase order or contract term, at the request of the City, Respondent
agrees to estimate and quote the City for costs involved in bringing all equipment to current
EC levels. Due to age of all City owned generators, EC levels shall NOT be interpreted to
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 6 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
include generator replacement due to obsolescence. Also, Respondent agrees to replace, at
the discretion of the City, any parts installed during the service period that were not
manufactured by the OEM.
8. TECHNICAL DOCUMENTATION: The Respondent shall maintain necessary technical
documentation pertaining to maintenance or service of the listed equipment and any additions to
City's inventory throughout contract and extension periods.
9. MALFUNCTION REPORTS: Respondent shall complete and furnish a malfunction report for each
maintenance or service call with the invoice. A copy of each malfunction report shall be presented
with time and material used outside the parameters of the quarterly and/or annual charge. Invoices
shall be received by the City before the next scheduled quarterly maintenance.
9.1. Reports shall include, at a minimum, the following information:
9.1.1. Date and time notification received.
9.1.2. Location of equipment.
9.1.3. Date and time of arrival.
9.1.4. Type and model of equipment.
9.1.5. Time spent for repair.
9.1.6. Description of malfunction and repair
9.1.7. Date and time equipment is made operational.
9.1.8. Part(s) ordered.
9.2. Detailed description of all completed repair work certifying equipment is in working order,
shall be signed by authorized City Representative at the time work is performed and shall
accompany the invoice for such work.
10. SERVICE RECORDS: In addition to the malfunction incident report(s),Respondent shall maintain a
complete record of ail service performed on each piece of equipment, including all parts replaced.
The service record shall be an individual record identifying each piece of equipment explicitly, with
a complete history of service and all parts used. Ali service records and all test results shall be
furnished to the City for review.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 7 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
ATTACHMENT A
PREVENTIVE MAINTENANCE
All maintenance shall be performed as per the manufacturer's recommendations. If in the event of any
conflict, the manufacturer's recommendations shall prevail.
1. A trained service representative shall visit a site, as requested by the City, as many times as
needed in a year on mutually agreed dates and times to perform preventive maintenance work.
All work shall be performed in a safe and professional manner and the work area shall be left in a
neat and clean condition.
2. STARTING SYSTEM:
• Clean batteries and cables.
• Check and record specific gravity if batteries are lead -acid or, check and record voltage
readings if batteries are nickel -cadmium.
• Check for proper starter operations, noting any usual noises.
• Check for proper cranking motor disconnect.
• Replace plugs, points, cap, rotor, condenser (where applicable), and clean as required.
Check all connections in fuel, oil, cooling, battery, and exhaust systems.
• Inspect spark plugs, magneto and coils (where applicable).
3. BATTERY CHARGING SYSTEM:
• Clean all battery terminals, verify integrity of cables and connectors. Apply corrosion
inhibitor
• Check battery charging alternator for proper output.
• Check electrolyte level and fill.
• Load test batteries
• Hydrometer test batteries
• Inspect test battery charger for high and low rate and alarms (if applicable)
• Check engine alternator. Verify and record output
4. FUEL SYSTEM:
• Check engine and supply system for any fuel teaks.
• Check operation of day tank pump and float switch.
• Check electrical and piping connections to day tank.
• Drain condensation from fuel water separator.
• Change fuel filters if applicable.
• Fuel treatment at City's request to add stabilizer to fuel tanks
5. LUBE OIL SYSTEM:
• Check engine oil level.
• Check engine oil pressure.
• Take sample of lube oil for analysis [one (1) per year]
• Change lube oil filter if applicable.
• Properly dispose of used oil filters
6. AIR INTAKE SYSTEM:
• inspect air intake system including filter condition, crankcase breather, turbocharger, air -
box drains, louvers and ductwork (where applicable). Change filters if applicable.
• Listen for any unusual noises from this area.
• Insure that air intake flow is not unduly restricted.
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 8 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
7. EXHAUST SYSTEM:
• inspect exhaust system including muffler(s) and drain condensation trap. Inspect exhaust
flex coupling and piping for leaks and proper operation.
• Verify rain cap operation
• Check for abnormal vibration noise
• Inspect spark plugs, plug wires and distributors (gas fueled only)
• Visually check exhaust outlet for excessive smoking.
• Visually check crankcase breather for excessive smoking.
8. ENGINE COOLING SYSTEM:
• Check coolant level. Fill as needed per manufacturer specifications
• Check for proper amount of anti -freeze.
• Check coolant freeze point
• Check radiator core for obstruction or buildup of foreign matter.
• Check general condition of engine coolant.
• Check for and repair leaks
• Check inhibitors (nitrites)
• Replace coolant filter (if applicable)
• Check radiator for obstructions and air flow
• Check for proper operation of louvers, either motorized of gravity (if applicable)
• Check all belts for wear and proper tension.
• Check all hoses for cracks and brittleness.
• Check jacket water heaters and thermostats for proper operation.
Take sample of coolant for analysis [one (1) per year].
9. SPEED CONTROL SYSTEM:
• Check governor rods and linkage for loose or worn parts.
• Check governor operation under load.
• Tighten loose wiring connections and note any potential problems.
10. SAFETY SYSTEM:
• Verify and record oil pressure and water temperature.
• Test all safety shut down circuits and alarms including over -speed, over -crank, low oil
pressure, high water temperature, low coolant level, pre -alarms (if applicable)
11. AC. POWER GENERATOR:
• Make a general inspection of all electrical connections on regulator and generator.
• Grease bearings if necessary.
• Check and adjust voltage regulator. Inspect slip rings.
12. ENGINE CONTROL PANEL:
• Inspect for any loose connections, terminals, hour meter, oil pressure @ operation RPM
(include hot cold PSI) voltmeter, water temperature, and ammeter
• Inspect condition of relay contacts.
• Thoroughly clean control panel.
• Check operation of all lights and replace any indicator lights not working.
• Replace any blown fuses.
• Check operation of main circuit breaker and leave in "READY" position.
• Verify and record output voltage and adjust regulator if needed
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 9 of 20
SOLICITATION NUMBER
11-019
SPECIFICATION NUMBER
11-936-39
DATED: MARCH 2011
• Calibrate control meters
• Verify and record output frequency and adjust governor if necessary
13. TRANSFER SWITCHES:
• Inspect general cleanliness (interior and exterior)
• Inspect Tugs, terminals and connections. Tighten lugs as needed
• Inspect wires for chafing
• Clean contacts
• Lubricate per manufacturer specifications
• Check for binding or wear of mechanical linkage
• Inspect for arc damage or contact pitting
• Verify proper operation of all panel lamps. Replace as needed
14. GENERAL:
• Carefully inspect engine for leaks or deterioration.
• Make note of any unusual sounds during walk -around inspections.
• Check and adjust voltage and frequency.
• Add engine fluids as required.
• Grease necessary fittings.
• General maintenance on jacket water heaters, engine plumbing, etc.
15. FLUID CHANGE:
• One (1) engine oil and oil filter change per year.
• Coolants change if applicable.
16. LOAD TESTING: — During load testing, record the readings of the following:
• Lube oil pressure
• Water Temperature
• Frequency
• Current (all three phases)
• Voltage (all three phases)
• Kilowatts
• Check auto start - stop move
• Check operation of transfer switch when requested by City
SUPERSEDES SPECIFICATION
NO. 00-936-39-02; DATED: MAY 2005 10 of 20