APPENDIX A TECHNICAL SPECIFICATIONS FORM ITN FACILITIES REPAIR AND MAINTENANCE OF GENERATORS

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1 SCOPE OF WORK It is intent of JEA to to obtain a qualified Contractor to perform the scheduled and emergency repair and maintenance of over 506 generators throughout the JEA service territory in the following counties: Clay, Duval, Nassau and St Johns. The locations are included in Appendix C Facilities Generator Maintenance Equipment List. This work may include, but is not limited to, repairs to engines, generators, control panels, batteries, battery chargers, voltage regulators, jacket water heaters, fuel day tanks, fuel tanks, fuel tank controls, alarms, and related switches. The Contractor shall repair equipment as specified herein and listed in Appendix C Facilities Generator Maintenance Equipment List. All parts and materials shall be new, unless refurbished is specifically requested by the JEA Contract Administrator. The Contractor shall provide monthly, quarterly, and annual preventative maintenance on all engine-generator sets, engine driven pumps (engine and controls only) and related equipment as shown in Appendix C Facilities Generator Maintenance Equipment List. The Contractor shall provide monthly and annual above ground fuel storage tank inspections per the Florida Administrative Code (FAC) JEA will schedule per Florida Department of Environmental Protection (FDEP) availability. No repair work is to be performed on Automatic Transfer Switches (ATS). When conducting tests on generators, the Contractor will also conduct a monthly test of Automatic Transfer Switches and record the results on the log at the Unit. Any deficiency shall be reported to the JEA Contract Administrator within one (1) hour of discovery. 1. WORK REQUIREMENTS 1. The Contractor will confirm that all repairs comply with accepted practice as specified in the National Electric Code. 2. As defined on a case by case basis by FDEP and JEA, the Contractor will be accountable for timely clean-up and remediation associated with any containment spills, accidental or otherwise, including, but not limited to diesel fuel, gasoline, lubricants, and cleaning fluids. 3. JEA may request for maintenance and/or repair of engine-generators, engine driven pumps and/or above ground fuel storage tanks at the unit Response price. 4. JEA may remove maintenance and/or repair of decommissioned or suspension of services in part or total listing of engine-generators, engine driven pumps and/or above ground fuel storage tanks with written notice effective five (5) days after receipt. 5. Maintenance on engine-generators and engine driven pumps is based on all maintenance required as stated herein. 6. The Response Workbook is a three (3) year estimate based on annual expected needs and is to be used as a guideline and not a guarantee of work. 7. JEA reserves the right to take action to perform the work in house. 2. DISPOSAL OF WASTE GENERATED DUE TO CONTRACTOR WORK 1. The Contractor must dispose of all waste generated as a result of this Contract at an officially permitted location. 2. Any fees and/or charges associated with this disposal should be included in the Contractor s Response Workbook. JEA will not pay additional charges/fees for waste disposal. 3. The Contractor shall conform to environmental regulations of public agencies, including local jurisdiction. 3. SITE CONDITIONS 1. The Contractor shall prevent access, by the public, to materials, tools, and equipment during the course of repair and maintenance. 2. All doors, lids, and gates shall be locked and secured at all times when unattended. Page 1 of 6

2 4. SPECIAL WEATHER EVENT 1. In anticipation of a weather event where damage to JEA facilities could occur, the Contractor will take steps to ensure that JEA will be a priority for repairs and that adequate staffing coverage will be available. 2. JEA considers adequate staffing to consist of at least six (6) Level I technicians who are certified factory trained as referenced in section 7. JEA will require these technicians to be on site (possibly at different locations throughout the JEA service area) and will compensate the Contractor at the hourly rate associated with Section I in the Response Workbook (Special Weather Event Rate). 5. ADMINISTRATIVE COST AND PROFIT 1. The administrative cost, profit and other indirect Contractor costs will not be permitted as separate billable costs. 2. JEA will pay the Contractor for actual hours worked per the Unit Price for AD Hoc Labor. 3. Unit prices stated in the Response Workbook shall include all labor expenses including, but not limited to, small tools and consumables needed to perform the repairs, supplies needed, travel, meals, per diem, salaries, benefits, overheads, etc. Travel costs and travel time will not be paid by JEA. 6. INVOICING 1. Company s invoice shall include the following: Contractor s company name and address, JEA s Purchase Order and Work Order numbers, the date and location of service provided, total amount payable with a breakdown showing the detailed Unit Price cost including unit types and quantities, and purchase receipts and JSEB forms shall be attached to the invoice, if applicable. 2. Monthly, quarterly and annual maintenance will be submitted via Monthly Maintenance Log no later than the 10 th of the month following service. An example of this log is attached as Appendix C - Facility Repair and Maintenance of Generators Monthly Maintenance Log. 3. Invoiced pricing must match the pricing as stated on the Contractor s Response Workbook. 4. Invoice AD Hoc labor will be charged in fifteen (15) minute intervals with no minimum time requirements. 5. Where a Unit Price for a part or material is not shown on the Response Workbook, the mark-up price or discounted price found in the Contractor s Response Workbook will be utilized, as well as the labor pricing stated on the Contractor s Response Workbook. Purchase receipts for each mark-up or discounted item must be attached to invoices. The mark-up percentage on the response workbook shall not exceed 10%. 7. CONTRACTOR PERSONNEL 1. The Contractor is required to have a minimum of six (6) factory trained engine-generator technicians on staff performing regularly scheduled maintenance, trouble shooting, and repairs on non-warrantied engine-generators, engine driven pumps, and attached equipment. Certification shall be submitted for review prior to award. 2. Four (4) of the six (6) factory trained technicians shall be Level One Technicians. A Level One Technician is defined by JEA as having five (5) years of engine-generator repair and maintenance experience and 200 hours of factory training. 3. Two (2) technician can be a Level Two Technician, but is restricted to assisting annual maintenance performed by the Level One Technician. A Level Two Technician is defined by JEA to have three (3) years of engine-generator repair and maintenance experience and 100 hours of factory training. 4. A Helper is only allowed to work under direct supervision by a Level 1 or Level 2 Technician. 5. If the work requires more than one technician, JEA will only pay for one Level One Technician. The labor rate for any other technician or Helper assisting the Level One Technician will be paid at the Helper labor rate. If the work only requires one (1) technician and additional technicians are on the Page 2 of 6

3 property, JEA will only pay for the technician needed. The discretion will fall to the JEA Contract Administrator. 6. Any worker employed by the Contractor, who exhibits inadequate experience and knowledge or is incapable in his/her field, shall be removed from the site at the sole discretion of the JEA Contract Administrator. 8. SAFETY 1. In addition to JEA s Safety requirements listed in of the solicitation, the following is required: a. The Contractor shall familiarize all technicians with all fire and safety regulations recommended by OSHA and other industry or local governmental groups. b. The Contractor shall furnish JEA with manufacture safety data sheets on all products utilized. c. The Contractor shall adhere to current JEA Safety and Training regulations as referenced in the contract documents. 9. COST FOR PARTS & OPTIONAL EQUIPMENT 1. The price charged for parts, materials or equipment not specifically listed on the Response Workbook, will be at the actual price paid, plus the mark-up percentage stated on the Response Workbook. 2. Documentation showing the Contractor s purchase price for any purchase of parts, materials or equipment not listed on the Response Workbook must be attached to each invoice. 3. For parts and materials not included in the Response Workbook, JEA may purchase from other dealers and/or parts warehouses, if advantageous. JEA will then turn the parts over to Contractor s service technicians to install. 10. RESPONSE TIME 1. JEA will be a priority for repairs. 2. Non-emergency services may be requested by the JEA Contract Administrator (or his/her designee) during regular work hours (7:00am 6:00pm, Monday Friday). Non-emergency services may also be requested outside of regular work hours (6:01pm 6:59am, Monday Friday, including weekends and JEA Holidays) and billed at the after-hours rate as designated in the Response Workbook. Contractor must respond to the Contract Administrator s call for non-emergency services within one (1) hour and must be on site within two (2) days. 3. Emergency services may be requested by the JEA Contract Administrator (or his/her designee). The JEA Contract Administrator will specify if the call is determined to be an emergency. Emergencies may occur during regular work hours or outside of regular work hours and will be billed at the emergency call-out rate, listed as a unit price in the Response Workbook. Contractor must respond to the Contract Administrator s call for emergency services within one (1) hour and must be on site within four (4) hours. 4. Emergency services will be billed as reflected in the Response Workbook. A fee charged for the first hour onsite will be charged and the remaining time onsite will be billed at the appropriate hourly rate corresponding to the time of day. 11. ENGINE-GENERATOR USAGE 1. JEA intends to use engine-generators on an emergency basis only. Therefore, each generator should run less than 100 hours per year. Most of the run time will be during testing. The contractor shall minimize run time, to preserve the life of the equipment. 2. Contractor will base all required engine-generator maintenance on 200 hours usage per year for a total of 600 hours usage over the three years. 3. Contractor will document all run time on an Excel spreadsheet (Monthly Maintenance Log) submitted monthly by to the JEA Contract Administrator. Page 3 of 6

4 12. REPAIRS OF ENGINE-GENERATORS AND ENGINE DRIVEN PUMPS 1. The Contractor will perform necessary repairs discovered during routine maintenance only after written and or verbal authorization from the JEA Contract Administrator or his/her designee in Facilities Operations and Maintenance Department. The Contractor will provide the JEA Contract Administrator with a cost and time estimate to complete the repairs, prior to JEA s approval. When completed, the Contractor shall send an to the JEA Contract Administrator with a brief description of the repairs and the anticipated completion date. 2. If advantageous, JEA may purchase batteries from other vendors for some or all units. JEA shall turn the parts over to the Contractor s service technicians to install and track. 3. JEA shall have the option to purchase parts from other dealers and or parts warehouses. JEA shall then turn the parts over to the Contractor s service technicians to have installed. 4. Major generator repairs may include, but are not limited to, repairs to engines, generators, control panels, batteries, battery chargers, voltage regulators, water heaters, fuel day tanks, fuel tanks, fuel tank controls, alarms, and related switches. 5. All unit prices are to include a battery change and silicone hoses for jacket water heater replacement once in a three year cycle of the contract to be conducted on the annual maintenance or monthly maintenance when the dates listed on parts are within thirty (30) days of the three (3) year mark. If there is a question on the replacement time frame the JEA Contract Administrator will be the final decision of authority. 13. MAINTENANCE OF ENGINE-GENERATORS AND ENGINE DRIVEN PUMPS 1. Maintenance shall meet or exceed original manufacturer s recommended tune-up and service intervals for the size, type, usage, and location of all new and existing units. 2. The Contractor shall perform full resistive load bank testing to kw, phase, volt, HZ for a minimum of four (4) hours at least once per year. In lieu of load bank testing, large units must be paralleled into JEA s electric system and run at full load. 3. The Contractor shall perform engine run and pump down testing for a minimum of one (1) hour at least once per year. In lieu of the one (1) hour engine run and pump down for sewer, water, and fire pumps, the Contractor shall perform the original manufacturer s recommended annual testing and the National Fire Protection Association s (NFPA) required testing. 4. The Contractor shall prepare an Excel spreadsheet report in the format of the Monthly Maintenance Log, listing all data associated with monthly, quarterly, and annual maintenance and inspections for all units and related equipment listed herein. This report is due by by the 10th of each month following services performed. 5. Maintenance and inspection logs shall be filled out on the day that the maintenance, testing and inspection was performed. A copy will be kept in the location of the equipment. 6. Maintenance on existing engine-generators and or engine driven pumps will be based on the original manufacturer s maintenance recommendations and shall, at a minimum, include: a. Routine maintenance as required to maintain the equipment in good operating condition b. Routine maintenance and tune ups as per manufacturer s recommended service interval schedule and manufacturer service updates. c. Unit Prices for maintenance shall include, but are not limited to, the following activities: d. Parts and labor to service engine annually e. Changing all oil, air and fuel filters f. Prime fuel system, test run and check for leaks g. Disposal of used oil and filters adhering to EPA regulations 7. Contractor will provide annual maintenance, testing, and inspection to include: a. Test exhaust emission b. Meggohm meter test generator wiring for insulation breakdown c. Pressure test coolant system and test coolant for electrolysis and temperature strength Page 4 of 6

5 d. Utilize heat scanner to source hot spots in cooling, electrical and mechanical systems e. Vibration analysis report of complete generator set f. Leeman series I C P oil sample analysis g. Reactive load bank test per manufacturer s specification plate h. Inspect and test operation of transfer switch i. Chemical test engine coolant j. Drain water from filter / water separator k. Clean around engine-generator or engine driven pump, general house cleaning l. Refill and or top off any fluid in engine, cooling system, or battery m. Provide fuel sample and analysis at the request of the JEA Facilities representative n. Complete inspection and service (oil, oil and air filters, etc.) o. Conduct resistive load test to kw, phase, volt, HZ for four hours p. Check phase rotation upon completion of load bank test 8. The Contractor will provide quarterly maintenance, tests and inspections to include: a. Test run engine, transfer load to generator, unit shall be brought to operating temperature b. Inspect engine, generator, transfer switch, engine starting and charging system c. Check jacket water heater, all emergency shut-down switches, belts, hoses, and battery d. Refill and or top off any fluid in engine, cooling system, or battery e. Clean around engine-generator or engine driven pump, general house cleaning 9. The Contractor will provide monthly maintenance, tests and inspections to include: a. All fluids and air filters will be checked b. Battery levels will be tested and voltage drop annotated c. Fuel tank will be manually gauged with measuring device an annotated in inches on log d. Fuel gauge will be calibrated for accuracy and audible alarm tested if applicable e. Fuel levels will be collected and reported to the JEA Contract Administrator NLT the 10 th day of following month f. Test run engine-generators and engine driven pumps monthly to ensure proper operation of engine, generator and transfer switch g. Each unit must be transferred and brought up to operating temperature unless specified in writing by JEA Contract Administrator h. JEA requires the Contractor to collect engine-generator, engine driven pump, Greenleaf, ATS and fuel tank data on an Excel spreadsheet included as Appendix C- Facilities Generator Maintenance Equipment List and to the JEA Contract Administrator upon request. i. Cleaning up around engine-generator or engine driven pump, general house cleaning 14. INSPECTION AND MAINTENANCE OF ABOVE GROUND FUEL STORAGE TANKS 1. The Contractor shall provide monthly above ground fuel storage tank inspections and maintenance on all fuel tanks and their connected fuel piping in accordance with FAC regulation , JEA s Environmental Department, and JEA s Facilities Department. Pricing shall be included with the unit price in the Response Workbook. 2. All annual leak detection, interstitial alarms, overfill alarms, containments, and gauges shall be inspected and tested in the month of January, and in accordance with FAC regulation All log sheets located at engine-generators or engine driven pumps shall be filled out and dated properly upon completion of the annual inspection. The inspection information shall also be summarized on the monthly Excel spreadsheet, included as Appendix C - Facility Repair and Maintenance of Generators Monthly Maintenance Log, which shall be ed to the JEA Contract Administrator. Any fuel tank failure shall be reported to the JEA Contract Administrator (or his/her designee) in writing within two (2) hours upon Contractor s discovery. The Contractor shall complete an annual inspection form provided by JEA 3. Monthly inspections of the above ground fuel storage tanks and fuel piping shall be conducted in accordance with FAC All log sheets located at the engine-generator or engine driven pump shall be filled out and dated properly upon completion of the inspection. The inspection Page 5 of 6

6 information shall also be summarized on the monthly Excel spreadsheet which shall be ed to the JEA Contract Administrator. Any inspection failure shall be reported to the JEA Contract Administrator in writing within two (2) hours. 4. JEA reserves the right to self-perform any or all fuel tank inspections at any time during the duration of the contract. Page 6 of 6

7 APPENDIX B MINIMUM QUALIFICATIONS FORM GENERAL THE MINIMUM QUALIFICATIONS SHALL BE SUBMITTED ON THIS FORM. IN ORDER TO BE CONSIDERED A QUALIFIED RESPONDENT BY JEA YOU MUST MEET THE MINIMUM QUALIFICATIONS LISTED BELOW, AND BE ABLE TO PROVIDE ALL THE SERVICES LISTED IN THIS SOLICITATION. THE RESPONDENT MUST COMPLETE THE RESPONDENT INFORMATION SECTION BELOW AND PROVIDE ANY OTHER INFORMATION OR REFERENCE REQUESTED. THE RESPONDENT MUST ALSO PROVIDE ANY ATTACHMENTS REQUESTED WITH THIS MINIMUM QUALIFICATIONS FORM. THE RESPONDENT SHALL SUBMIT ONE (1) ORIGINAL PROPOSAL, THREE (3) DUPLICATES (HARDCOPIES), AND ONE (1) CD OR THUMB DRIVE. RESPONDENT INFORMATION COMPANY NAME: BUSINESS ADDRESS: CITY, STATE, ZIP CODE: TELEPHONE: FAX: PRINT NAME OF AUTHORIZED REPRESENTATIVE: SIGNATURE OF AUTHORIZED REPRESENTATIVE: TITLE OF AUTHORIZED REPRESENTATIVE: MINIMUM QUALIFICATIONS: The Respondent shall meet the following Minimum Qualifications to be considered eligible to submit a Response to this ITN. JEA reserves the right to ask for additional back up documentation or additional reference projects to confirm the Respondent meets the requirements stated below. A Respondent not meeting all of the following criteria will have their Response rejected: The Company shall provide two (2) account references for similar commercial contracts in the last five (5) years ending March 31, 2019 and valued at least $400,000 each. o Similar work is defined as Generator Repair and Maintenance services as described in Appendix A Technical Specifications. o The account references must include the referenced company name, contact person, phone number, address and a summary of the scope of work provided. JEA will contact and verify the account references. Page 1 of 2

8 APPENDIX B MINIMUM QUALIFICATIONS FORM Please provide the reference verification information requested below pertaining to this contract. 1. REFERENCE Reference Name Reference Phone Number Reference Company Name Address of Work Reference Address Dates of Work/$ Amount Description of Work 2. REFERENCE Reference Name Reference Phone Number Reference Company Name Address of Work Reference Address Dates of Work/$ Amount Description of Work Page 2 of 2

9 APPENDIX B - RESPONSE FORM Submit an original, three (3) copies and one (1) CD along with other required forms in a sealed envelope to: JEA Procurement Dept., 21 W. Church St., Bid Office, Customer Center, 1 st Floor, Room 002, Jacksonville, FL Company Name: Company s Address Phone Number: FAX No: Address: BID SECURITY REQUIREMENTS None required Certified Check or Bond Five Percent (5%) SAMPLE REQUIREMENTS None required Samples required prior to Bid Opening Samples may be required subsequent to Bid Opening TERM OF CONTRACT One-Time Purchase Annual Requirements Three (3) years with optional renewals Other, Specify- Project Completion SECTION , FLORIDA STATUTES CONTRACT BOND None required Bond required 100% of Bid Award QUANTITIES Quantities indicated are exacting Quantities indicated reflect the approximate quantities to be purchased Throughout the Contract period and are subject to fluctuation in accordance with actual requirements. INSURANCE REQUIREMENTS Insurance required PAYMENT DISCOUNTS 1% 20, net 30 2% 10, net 30 Other None Offered ENTER YOUR BID FOR THE FOLLOWING DESCRIBED ARTICLES OR SERVICES: FACILITIES REPAIR AND MAINTENANCE OF GENERATORS TOTAL THREE (3) YEAR RESPONSE PRICE Enter TOTAL RESPONSE PRICE for Generator Repair and Maintenance services as described in Appendix A Technical Specifications. Transfer three (3) year total from Appendix B Response Workbook. $ I have read and understood the Sunshine Law/Public Records clauses contained within this solicitation. I understand that in the absence of a redacted copy my proposal will be disclosed to the public as-is. RESPONDENT'S CERTIFICATION By submitting this Response, the Respondent certifies that it has read and reviewed all of the documents pertaining to this Solicitation, that the person signing below is an authorized representative of the Respondent s Company, that the Company is legally authorized to do business in the State of Florida, and that the Company maintains in active status an appropriate contractor s license for the work (if applicable). The Respondent also certifies that it complies with all sections (including but not limited to Conflict Of Interest and Ethics) of this Solicitation, and that the Respondent is an authorized distributor or manufacturer of the equipment that meets the Technical Specifications stated herein. We have received addenda Handwritten Signature of Authorized Officer of Company or Agent Date through Printed Name and Title