PUBLIC SERVICES DEPARTMENT

15 School Street
Rangeley, Maine 04970
207-864-2294
[email protected]

REQUEST FOR PROPOSALS FOR COMMERICAL GENERATOR

MAINTENANCE & REPAIR

Released February 3, 2017

Submissions Due February 28, 2017

GENERAL CONDITIONS

A. PURPOSE
The Town of Rangeley is issuing this Request for Proposals (RFP) to solicit sealed proposals
from qualified vendors that specialize in commercial generator maintenance and repair for Town
owned generators.

Questions should be directed to Joe Roach, Public Services Director at

[email protected] or 207-864-2294.

B. CONTRACT PERIOD
The initial term of a contract awarded as a result of this RFP shall be from July 1, 2017
through June 30, 2018. The contract may be renewed according to the terms stated
herein for two (2) additional one (1) year periods.

The contract shall terminate absolutely and without further obligation at such time as
appropriated and otherwise unobligated funds are no longer available to satisfy the
obligations of the Town under this contract. The Town does not guarantee a minimum
value for this contract.

The pricing for the 2017 fiscal year shall remain as bid for the entire year. Any price
increases for subsequent years must be submitted to the Town of Rangeley Public Services
Department no later than ninety (90) days prior to the renewal. The Contractor shall
submit a price change request to the Director of Public Services (Director) detailing the
additional services required with the associated costs.

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If, at any time, the Town determines it is in its best interest to discontinue use of these
services the Town reserves the right to cancel this Agreement by giving thirty (30) days
advance written notice. The Town of Rangeley reserves the right to reject or accept any and
all bids.

C. SCOPE OF WORK

Preventative Maintenance (PM)

Preventative maintenance service will include:
 One (1) complete annual full service check – October
 Two (2) additional semi-annual inspections for each generator – March and July
The following maintenance checks shall be provided on the equipment during the annual
service check in October:
 Replace lubrication oil
 Replace lubrication oil filter
 Replace spark plugs except diesel
 Replace ignition points and condenser
 Check radiator, hoses (etc.) for leakage and pliability
 Check anti-freeze and add if low (up to 1 gallon)
 Clean sediment bowl or replace fuel filters
 Check fuel capacity
 Check unit for fuel or oil leakage
 Check and adjust fan and governor belts
 Service battery, add water, clean post, check specific gravity
 Service air filter
 Check all brushes for setting and wear
 Clean slip rings and commutator
 Wipe down outside of generator and motor
 Conduct safety shut down checks, oil pressure overspeed high temperature, etc.
 Inspect transfer switch for proper operation, check connections and settings
 Simulate power failure (with permission of owner or representative)
 Check charging rate of battery charger
 Any necessary programming & software updates and control adjustments
 All PM service work recommended by the manufacturer at this interval
 A complete written report of work performed and any findings shall be provided.

The Following maintenance checks shall be provided on the equipment during semi-annual
inspections in March and July:
 Full inspection of systems, including cooling, air intake, fuel, exhaust, electrical
 Active check while generator engine is running
 Check oil level
 Check for oil leaks
 Check fuel capacity
 Check air filter
 Check for air filter leaks
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  Check coolant level
 Check battery level
 Any necessary programming & software updates and control adjustments
 All PM service work recommended by the manufacturer at this interval
 Simulate power failure (with permission of owner or representative)

Delivery of Services
 Normal business hours for Town of Rangeley are Monday through Friday, 8:00 AM
through 4:00 PM, excluding observed holidays.
 Vendors responding to this proposal must be able to provide emergency services
Twenty-four (24) hours a day, seven (7) days a week, three hundred sixty-five (365)
days a year, including holidays, for the duration of the agreement.
 The Town of Rangeley expects the Vendor to give “priority” service to any call for
generator maintenance services/repairs in the Town. Response time must be stated
on the Vendor’s RFP response form.
 Service will be performed in a variety of locations.
 Vendor is to coordinate scheduled visits with the Director of Public Services or his
designee.
 No work is to be performed without prior knowledge of the Director or his designee.

Emergency Service Response

 This service maintenance program is to provide emergency response twenty-four (24)
hours a day, seven (7) days a week.
 Non-emergency requests for services are to be responded to within 24 business hours.
 The Vendor shall provide all of the transportation, equipment, and labor needed to
complete necessary repairs.
Note: EMERGENCY SERVICE CALLS ARE PART OF THIS AGREEMENT.

Warranty Work
Certain generators are currently still under warranty. Vendors are expected to honor these
warranties to the fullest extent possible, and shall be qualified by the manufacturer(s) of the
Town’s equipment to perform warranty work on the equipment. Vendors shall list their
approach to warranty work in their response.

Equipment Repair
 Vendor will make repairs to equipment during normal business hours, except as noted
above under Emergency Response. Equipment covered by original equipment
manufacturers (OEM) warranty will be repaired under warranty first. Repairs to
equipment outside of OEM warranty will be repaired under the terms of this service
agreement. All components deemed defective will be replaced with new OEM
approved parts or equivalent.

 Any damage to a facility because of the Vendor, employees or his work will be the
responsibility of the Vendor to repair as required and supervised by the Town at the
Vendor’s expense.

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  If during the preventative/scheduled maintenance services, the Vendor determines the
need for repair or replacement of parts, the scope of which extends beyond the
assigned preventative/scheduled maintenance tasks, the Contractor shall promptly
notify the Director or his designee.

Exceptions
Non-routine installations or repairs that will cost over $1,000.00 must be approved by the
Director before any service is performed. Payment will not be made under this
contract for such service unless prior approval is obtained and a Purchase Order (PO) is
issued by the Director or his designee.

Insurance
Vendor must provide written evidence with their proposal of general liability insurance in the
amount of one million dollars with the Town listed as additionally insured.

Management Agent/Employees
 The Vendor shall appoint a main point of contact, or agent, who will routinely review
operations and consult with the Town on current and future services. The vendor shall also
appoint a secondary (back-up) point of contact and they shall be as familiar with the terms as the
primary.
 The Vendor’s agent shall be thoroughly familiar with all aspects of the contract and
shall have full authority on the Vendor’s behalf in all matters pertaining to
the contract.

References
Proposers must submit at least three (3) references. Any contracts with municipal governments
should be included.

E. RESPONSES

Sealed proposals are to be submitted to the Rangeley Town Office at 15 School Street, Rangeley
Maine 04970, no later than 10:00 AM on Tuesday, February 28, 2017. Proposals must be
submitted in a sealed envelope and clearly marked “2017 GENERATOR SERVICE
PROPOSAL” on the outside. Proposals will be opened on Tuesday February 27, 2017 at 10:00
AM local time at the Rangeley Town Office. Emailed or faxed submissions will be considered
unresponsive.

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 TOWN OF RANGELEY, MAINE
PUBLIC SERVICES DEPARTMENT

RESPONSE FORM
REQUEST FOR PROPOSALS FOR GENERATOR SERVICE
Released February 3, 2017

We herewith submit our proposal in accordance with the acknowledged requirements and specifications
hereinabove and hereinafter and further agree to comply with the general specifications hereinabove
and hereinafter.

Company Name: _________________________________________

Company Address: _______________________________________

Company Telephone: _____________________________________

Authorized Representative Name: ___________________________

Authorized Representative Signature: ________________________

Representative Telephone Number: __________________________

Representative Email if Available: ___________________________

RETURN THIS PAGE AND PAGES 6 & 7 WITH YOUR PROPOSAL.

PLEASE ATTACH ADDITIONAL ITEMS REQUESTED AND LIST ANY EXCEPTIONS OR ALTERNATES TO THE
SPECIFICATIONS ON A SEPARATE SHEET(S) AND ENCLOSE IT WITH YOUR RESPONSE.

The Town of Rangeley reserves the right to reject any and all proposals.

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 Company Name:

The Town reserves the right to add or delete generators to this contract. Any changes
will result in a contract amendment.
Equipment Description Full Service Inspection Semi-Annual Inspection Total Cost Per Unit
Kohler 8RESV, 7kw, LP, $ $ $
2015. Radio Tower.
Pow’r Gard AE8, 8kw,
LP. Oquossoc Fire
Station.
Kohler 100REZGD,
Pump Station #1, Main
St
Kohler 100REZGD,
Pump Station #2, 32
Robbins Ave
Kohler 100REZGD,
Pump Station #3, 23
Mendolia Rd
Kohler 100REZGD,
Pump Station #4, 221
Loon Lake Rd
Kohler 100REZGD,
Treatment Plant
Preventative Maint. $
Annual Cost
RESPONSE TIMES
For service calls during
regular working hours:

For EMERGENCY
service calls during
regular hours:

For EMERGENCY
service calls outside
regular hours:

Hourly labor rate for

service calls not
included in PM during
regular working hours:

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 Hourly labor rate for
EMERGENCY service
calls outside regular
hours:

Please describe your warranty on the work and services that you provide: