REQUEST FOR QUOTATION (RFQ) · Tennessee Tech will reserve the right to schedule minor service...

REQUEST FOR QUOTATION (RFQ)

Department: Facilities

Requisition No.: 133699913

Deliver Completed Bid to:

Tennessee Tech University Date: July 14, 2020

Purchasing and Contracts Office

Derryberry Hall, Suite 301 RFQ Coordinator: Tina Girdley

P. O. Box 5144, 1 William L. Jones Dr. Phone: 931-372-6350

Cookeville, TN 38505-0001 Email: [email protected]

www.tntech.edu/planning-and-finance/purchasing/

Ph: (931) 372-3491 / Fax: (931) 372-3727

Bids must be received in the Purchasing and Contracts Office by 3:00 p.m. Central Time on

August 10, 2020.

Bid is subject to the RFQ – Standard Terms and Conditions. By submittal of a bid, bidder certifies its

agreement to these terms and conditions, which cannot be waived.

Special Bid Instructions:

1. Bid prices are to include all necessary shipping/handling charges to make delivery F.O.B. Cookeville, TN 38501.

2. Indicate any cash/time discounts offered: ______________________________________________

3. Bidders not already registered as a vendor with the University must complete the online supplier registration:

https://www.tbr.edu/purchasing/how-do-business-tbr

4. To view a bid tabulation after intent to award, please visit this link:

https://www.tntech.edu/purchasing/bidawards.php Results are listed according to fiscal year then by date of

bid opening.

THIS IS NOT AN ORDER

DESCRIPTION

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REQUEST FOR QUOTATION

Please bid to provide the following to Tennessee Tech University for a period of one (1) year

from date of award with the option to renew for an additional four (4) years with mutual

consent of the Tennessee Tech and the Contractor.

**Note: Prices quoted are to be firm for the contract term. At the time of renewal, Contract

may propose a price increase with advance notice prior to contract renewal date. Any request

for price increase must include justification regarding the reason(s) for the increase. All

request for price increase are subject to Tennessee Tech’s approval, and the University may

elect to accept or reject the price increase and re-bid the contract at its sole discretion.

https://www.tntech.edu/purchasing/pdf/RFQ_Standard_Terms_and_Conditions_rev_7-16-18_1.pdf

https://www.tbr.edu/purchasing/how-do-business-tbr

https://www.tntech.edu/purchasing/bidawards.php


Department: Facilities Requisition No.:133699913

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Instructions for Bid Preparation

1. Trip costs for major and minor service shall be included in the amount bid for each unit.

These cannot be billed separately when related to scheduled preventive maintenance.

2. Labor rates: Regular time = work done between the hours of 7:00 a.m. and 5:00 p.m.

Monday through Friday. Premium time = work done any other time than regular time,

including Monday through Friday, Saturday, Sunday, and Holidays.

3. Trip charges for service calls outside scope of major and minor preventive maintenance

service are to include all travel costs and associated expenses (i.e. personnel, vehicle, fuel,

etc.) per round trip. Return trips due to incomplete or unsatisfactory work shall be limited

to single trip charges.

4. Parts costs will be determined by applying a singl (%) percentage (+) increase or (-)

discount to parts catalog prices, or parts may be quoted at cost.

5. Emergency repairs must be pre-approved by a Tennessee Tech representative.

6. Bidder shall price major service preventive maintenance on the frequency of one (1) time

per year. Minor service shall be priced on the frequency of one (1) time per year; however,

Tennessee Tech will reserve the right to schedule minor service quarterly or monthly, if the

need ever arises, at the same rate. Major and minor preventive maintenance service shall

be scheduled six (6) months apart. Minor service is currently performed in February and

major service performed in August.

General Specifications

1. Bidder must have a minimum of three (3) years’ experience in servicing the equipment

listed.

2. Bidder shall be licensed if required by federal, state, or local regulations, and provide copy

of same to Tennessee Tech.

3. Bidder shall be prepared to furnish three references with contracts in effect for comparable

services of a similar size and scope with satisfactory/exceptional performance if requested

by Tennessee Tech.

Services and Equipment

1. The bidder must have at least one on-site, full time employee capable of receiving and

acting on service calls and dispatching service technicians during the hours of 7:00 a.m. –

5:00 p.m. Monday through Friday, plus a telephone or paging system that will be answered

live all other hours of every day. An unattended answering machine or voice mail system

will not be acceptable.



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2. Bidder must have material, equipment, tools to test, maintain, repair and modify all the

equipment and systems in operating condition at all times.

Reporting Requirements

Tennessee Tech’s Electrical Supervisor / Director of Maintenance / Facilities AVP must

approve all work.

On-Site Inspection

Bidders are invited to request a pre-bid visit to survey all equipment. Appointments should be

made at least one (1) day prior to visit by contacting Ms. Eads at 931.372.3226 or

[email protected].

Preventive Maintenance Specifications

The preventive maintenance service shall include, at a minimum, the following:

A. Major Service

1. Change oil and filters.

2. Change fuel filters and clean fuel bowl, if applicable.

3. Change water filters and correct water level. Check antifreeze solution and change

if necessary (Price of antifreeze not included)

4. Check cooling system for leaks.

5. Adjust belts and replace if required. (Price of belts not included.)

6. Clean and service batteries. Record all readings and battery voltage. Check

battery charger operation, if applicable.

7. Lubricate the following engine components: starter bendix, generator-alternator,

water pump and governor linkage, if applicable.

8. Clean air filter. Remove dust (dry type filter). Replace as necessary (price of

element not included).

9. Inspect exterior unit.

10. Gas units: Replace points, condenser, rotor, and spark plugs. Reset timing and

lubricate internal distributor parts if applicable (additional parts and labor charge for

tune up).

11. Diesel engine: adjust valves and injectors. (Price of replacement injectors if

needed, are not included).

12. Check all hoses for proper pliability. Check hard plumbing for problems including

tank caps, cones, and air vent. (Additional charge made for hose replacement).

13. Check block heater.

14. Check gas pressure on LPG or NG units, and clean regulator vent.

15. Test run generator ( under load where practical) to:

a) Check for leaks

b) Check voltage



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c) Check frequency

d) Check other adjustments

e) Make adjustments

f) Condition of trickle charger

16. Visually inspect automatic transfer switch for:

a) Check voltage

b) Condition of voltage sensors

c) Proper adjustment of timers

d) Proper adjustment of start relay

e) Condition of trickle charger

17. Record all engine gauge and meter readings.

18. Record all transfer switch readings and adjustment.

19. Provide written report to Tennessee Tech’s representative of the service performed

after each preventive maintenance inspection. The report may include

recommendations and suggestions based upon the observations of the service

technicians during the inspections.

B. Minor Service

1. Check cooling system for leaks.

2. Adjust belts and replace if required. (Price of belts not included.)

3. Clean and service batteries. Record all readings and battery voltage. Check

battery charger operation, if applicable.

4. Lubricate the following engine components: starter bendix, generator-alternator,

water pump, and governor linkage, if applicable.

5. Clean air filter. Remove dust (dry type filter), refill oil (wet type filter). Replace as

necessary (price of element not included).

6. Inspect exterior unit.

7. Check all hoses for proper pliability. Check hard plumbing for problems including

tank caps, cones, and air vent. (Additional charge made for hose replacement).

8. Check block heater.

9. Check gas pressure on LPG or NG units, and clean regulator vent.

10. Test run generator (under load where practical) to:

a) Check for leaks

b) Check voltage

c) Check frequency

d) Check other adjustments

e) Make adjustments

f) Condition of trickle charger

11. Visually inspect automatic transfer switch for:

a) Check voltage

b) Condition of voltage sensors



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c) Proper adjustment of timers

d) Proper adjustment of start relay

e) Condition of trickle charger

f) Record all engine gauge and meter readings.

g) Record all transfer switch readings and adjustment.

12. Provide written report to Tennessee Tech’s representative of the service

performed after each preventive maintenance inspection. The report may

include recommendations and suggestions based upon the observations of the

service technicians during the inspections.

Please initial here _____ to indicate your understanding and acceptance of the specifications.

Equipment to be Maintained Price Per Occurrence

Facilities Services Major Service Minor Service

$__________ $__________

Natural Gas Emergency Generator 45KW

Brand: Kohler

Engine Model No.: GM 4.3L

Engine Serial No.: 4P3L51656

Generator Model No.: 45RZG

Generator Serial No.: 2246913

Load Transfer Control

Brand: Kohler

Model No.: KCT-ACVA-0150S

Serial No.: K2246265

Hooper Eblen Center Major Service Minor Service

$__________ $__________

Diesel Emergency Generator 125KW

Brand: Kohler

Engine Model No.: 6068HF285

Engine Serial No.: PE6068L131495



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Generator Model No.: 125REOZJD



Brand: ASCO

Catalog No.: 940326096XC

Serial No.: 69414-Y

Johnson Hall Major Service Minor Service

$__________ $__________


Brand: Onan

Model No.: 15JC-4RV/1593S

Serial No.: 0369085886


Brand: Onan

Model No.: LTE60-4/5642A

Serial No.: 099759

Prescott Hall Major Service Minor Service

$__________ $__________

Natural Gas Emergency Generator

Brand: Onan

Model No.: 150JC-4R/8100S

Serial No.: 0770232931


Brand: Onan


Serial No.: 242325



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University Center Major Service Minor Service

$__________ $__________


Brand: Onan

Model No.: 15JC-4RV/1S

Serial No.: 0369082414


Brand: Onan


Serial No.: 099798

Foundation Hall Major Service Minor Service

$__________ $__________


Brand: Kohler

Engine Model No.: GM 5.0L

Engine Serial No.: 5P0L09979

Generator Model No.: 50RZBG



Brand: Kohler

Model No.: KSS-DFNA-0225S


Jobe/Murphy Hall Major Service Minor Service

$__________ $__________




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Brand: Kohler

Engine Model No.: GM-4.3L

Engine Serial No.: 4.3L-14025




Brand: ASCO Series 300

Catalog No.: A300340041XC

Serial No.: 192196-2

New Hall South Major Service Minor Service

$__________ $__________


Brand: Kohler

Engine Model No.: 8.1L

Engine Serial No.: 8.1L-06854




Brand: Kohler

Model No.: KCT-ACTA-0400S


Pinkerton M.S. Cooper Hall Major Service Minor Service

$__________ $__________


Brand: Kohler

Engine Model No.: USG-413I-6005-A



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Engine Serial No.: 13024-1-07-99

Generator Model No.: 12RZ



Brand: ASCO Series 300

Catalog No.: A30033041XC

Serial No.: 194161RE

University Services Bldg. Major Service Minor Service

$__________ $__________


Brand: Kohler

Engine Model No.: 5.7L

Engine Serial No.: 30142A14

Generator Model No.: 100REZGD

Generator Serial No.: SGM3298FL

Load Transfer Control (1) (note: 2 transfer switches)

Brand: Kohler

Model No.: KSS-DCTA-0100S

Serial No.: SGM328WH3

Load Transfer Control (2)

Brand: Kohler

Model No: KSS-DCTA-0225S

Serial No: SGM328WTC

Clement Hall Major Service Minor Service

$__________ $__________

Diesel Emergency Generator 400 KW



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Brand: Cummins

Engine Model No.: QSX15-G9

Engine Serial No.: N/A

Generator Model No.: DFEH-6913816H

Generator Serial No.: D110203740


Brand: ASCO

Catalog No.: H07AVBB30800N5XC

Serial No.: 907106 1644138 WE

Walton House Major Service Minor Service

$___________ $___________

Natural Gas Emergency Generator 100 KW

Brand: Kohler

Engine Model No: GM 5.7

Engine Serial No: 57L3522SE1S

Generator Model No: 100RE2GD

Generator Serial No: GM8112-GA7


Brand: Kohler

Serial No: SGM32DFSP

Model No: KSS-JFTC-0400S

Browning/Evins Major Service Minor Service

$___________ $___________


Brand: Kohler

Engine Model No: GM 5.7L



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Engine Serial No:

Generator Model No: 50REZGC

Generator Serial No: SGU32NLKT


Brand: Kohler

Serial No: N/A

Model No: MPAC1200

(PLEASE BID: THREE (3) AT THIS LOCATION)

RUC Major Service Minor Service

$___________ $___________

Natural Gas Generator 60 KW

Brand: Kohler


Engine Serial No: 57L0009377

Generator Model No: 60REZGB

Generator Serial No: SGM32N4GG


Brand: Asco

Serial No: N/A

Catalog No: D03ATSB30156CGXC

Pennebaker Major Service Minor Service

$___________ $___________

Natural Gas Generator 18 KW

Brand: Kohler

Engine Model No: CH1000EP

Engine Serial No: 4734204431



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Generator Model No: 20 RESC

Generator Serial No: SGV325K32


Brand: Kohler

Serial No: SGM32LKRG

Model No: RXT-JFNC-0100A

Maddux/McCord Major Service Minor Service

$___________ $___________


Brand: Kohler


Engine Serial No: 43M0000365

Generator Model No: 40REZG

Generator Serial No: N/A


Brand: Kohler

Serial No: SGM32HR68 / SGM32HR67

Model No: Decision-Maker MPAC 1200

(PLEASE BID: TWO (2) AT THIS LOCATION)

Cooper/Dunn Major Service Minor Service

$___________ $___________


Brand: Kohler

Engine Model No: KG22042

Engine Serial No: D191215751

Generator Model No: 30CCL



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Generator Serial No: 33D7GMHD0002


Brand: Kohler

Serial No: A333GMHC0426 / A333GMHC0427

Model No: Decision-Maker MPAC 1200


Student Recreational Center Major Service Minor Service

(Currently Under Warranty) $___________ $___________


Brand: Kohler


Engine Serial No: 57L0010473

Generator Model No: 50REZGC

Generator Serial No: SGM32P2FL


Brand: Asco

Serial No: 1681414-001RE / 1681414-002RE

Model No: J03ATST30260NGXC


Lab Science Major Service Minor Service

(Currently Under Warranty) $___________ $___________

Diesel Emergency Generator 1000KW

Brand: MTU ONSITE ENERGY

Engine Model No: MTUX54541200004

Engine Serial No: D-37818909

Generator Model No: MTU16V2000DS1000



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Generator Serial No: 95020500851


Brand: Asco

Serial No: 1907188-001RE / 1907128-002RE / 1907128-003RE

Model No: H03ATSB30800NG

(BID: THREE (3) AT THIS LOCATION)

Corrective Maintenance/Repairs

In addition to preventive maintenance, bidder shall also furnish the following unit prices for

corrective maintenance and repairs.

Labor per hour, regular time $______________

Labor per hour, premium time $______________

Round trip charge $______________

Onan parts will be supplied at _________% (Circle applicable cost factor below)

Above Contractor’s cost (Cost is defined as Contractor’s invoiced cost plus applicable

taxes.) – or-

Below manufacturer’s suggested retail price

Kohler parts will be supplied at _________% (Circle applicable cost factor below)


taxes.) – or -


All other brand(s) of parts will be supplied at _________% (Circle applicable cost factor

below)


taxes.) – or -


Tennessee Tech reserves the right whether or not to schedule preventive maintenance (major

and minor services) based upon current funding and budget constraints. Contractor shall not

schedule preventive maintenance without first obtaining approval from Tennessee Tech’s



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representative. Corrective maintenance and repairs will be scheduled as needed by

Tennessee Tech to keep generators in operation.

In the event that a generator is replaced during the term of this contract, Tennessee Tech

reserves the right to request pricing for preventive maintenance (major and minor as

described herein) for the new generator after the expiration of any applicable warranty(ies).

This new pricing, upon approval by Tennessee Tech, may be incorporated within the scope

of this contract for its duration.

If new generator is purchased or added for a new site/location not listed herein during the

term of this contract, Tennessee Tech reserves the right to request pricing for preventive

maintenance (major and minor as described herein) for such generator after the expiration of

any applicable warranty(ies). This new pricing, upon approval by Tennessee Tech, may be

incorporated within the scope of this contract for its duration and should be based on the

pricing schemes of any applicable similar generator already found herein.

Evaluation of Bids

Any contract issued as a result of this process shall be awarded to the lowest responsible,

responsive bidder after summing the cost for one year of major and minor preventive

maintenance cost. In the event of a tie bid, the remaining labor and parts costs will be used

to determine the successful bidder.

Materials Mark Up

Materials and supplies shall be invoiced at cost plus fifteen percent (15%). Cost is defined as

Contractor’s invoiced cost before tax. Any Contractor invoices requesting reimbursement

must be accompanied by an invoice showing purchase price of parts or material.

Reimbursements will not be made from quotes or estimates.

Travel Compensation

The hourly labor rates shall include all costs associated with providing the services outlined

herein to Tennessee Tech including, but not limited to, travel, meals, lodging, tools, overhead,

and equipment, unless explicitly provided for otherwise herein.

Labor rate charges shall begin at the time Contractor signs in to the job site. Travel time to

and from job site is at Contractor’s expense, unless otherwise provided for herein.

Contractor Check In

Contractor must check-in at Facilities each day before going to jobsite and must check-out

before leaving jobsite. For the purposes of this requirement, “jobsite” shall refer to the site of

work being performed at the main campus location and/or any satellite campus locations

(examples: Hyder-Burks Ag Pavilion or the Craft Center). A Facilities representative may

escort Contractor to required jobsites and identify work that must be completed, at Tennessee

Tech’s sole discretion.



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The contractor shall be registered or have received an exemption from the Department of

Revenue for the collection of Tennessee sales and use tax. This registration requirement is a

material requirement of this contract.

Invoicing

Invoices must be separated by order and must include the following information, at minimum:

1. List of parts with individual contract price

2. Discount for any parts not specifically bid on cost sheet.

3. PO Number and Contract Number. Contract number will be assigned to you by

Purchasing upon award, PO number can

be obtained from University personnel placing order. Contract number will always be

the same, PO number will vary with

each job.

Tennessee Tech will work with Contractor to ensure that the exact format and information solicited above is provided correctly by the Contractor.

The RFQ Standard Terms and Conditions are included by reference as a part of this RFQ. NOTE: Failure to provide all requested signatures, initials, references, certifications, licenses, records, or other information OR providing records deemed to be unsatisfactory, at Tennessee Tech’s sole discretion, could result in rejection of bid.

COMPLETE INFORMATION AND SIGN BID BELOW.

________________________________________________ ____________________________________

Bidding Entity’s Name Name of Contact Person (Printed)

________________________________________________ ____________________________________

Address Phone/Fax

________________________________________________ ____________________________________

City, State, Zip Email

________________________________________________ _________________________________

Authorized Signature of Bidder Date

Name & Title of Signatory (printed): _________________________________________________

Tennessee Tech University is an EEO/AA/Title IX/Section 504/ADA employer

https://www.tntech.edu/purchasing/pdf/RFQ_Standard_Terms_and_Conditions_rev_7-16-18_1.pdf

REQUEST FOR QUOTATION (RFQ) · Tennessee Tech will reserve the right to schedule minor service...

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