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I. WORK OBJECTIVE:

The contractor will provide preventive maintenance on the nine (9) propane and five(5) diesel standby generators at Selinsgrove Center and will also include emergency and non-emergency repair service to generators, either propane or diesel to include one (1) year of warranty service as to workmanship and parts.

II. PHASES:

An Annual Preventative Maintenance Proposal for inspection and service to each generator shall be submitted with the Invitation for Bid (IFB) to include but not limited to: thorough inspection of the engine, generator and an operational test of the engine/generator controls; voltage and frequency will be checked and adjusted as necessary; operation of the engine protection system will be verified, oil and coolant sample analyses, change engine oil filter, fuel filter and water filters yearly. A load bank test shall be completed yearly on the 30KW diesel generators. A detailed technician’s report will be provided listing the condition of each unit along which any recommendations for repairs.

The contractor will provide non-emergency service during regular working hours Monday thru Friday 7:30AM to 3:00PM within twenty-four (24) hours after request for service. For service requests made preceding the weekends or the holidays, the contractor shall arrive at the facility on the morning of the next working day, unless otherwise requested or approved by the Contract Monitor. Any deviation from regular working hours must be pre-approved by the Contract Monitor.

Contractor shall arrive at the facility within three (3) hours after requests to provide emergency service for generators deemed appropriate by a Maintenance Manager or Foreman. Emergency service shall be available on a 24 hours a day, 365 days a year basis.

The contractor shall designate a person who shall be familiar with the contract and authorized to act on the contractor’s behalf in resolving any issues relating to the contract and who shall be available to the facility during regular business hours and emergency requests.

The contractor’s contact person shall be: ______________________

Telephone No: ______________________

Emergency Telephone No.: ______________________

Email: ______________________

III. BACKGROUND INFORMATION:

LOCATION: Selinsgrove Center, 1000 Route 522, Selinsgrove, PA 17870

LENGTH OF AGREEMENT: The anticipated term of the contract will be five(5) years, July 1, 2017 to June 30, 2022 or upon receipt of an approved contract.

The beginning date of the term of the contract is an estimate only. The contract will not be valid or enforceable until fully executed, approved, and delivered to the contractor. No payment can be made for services provided prior to delivery of the contract to the contractor.

PAYMENT PROVISION:

Failure to submit invoices in compliance with the following instructions will result in the invoices being returned to the contractor and will substantially delay processing of payments.  The contractor shall be paid upon satisfactory delivery/completion of work performed and submission of an invoice on the contractor’s letterhead.  The invoice should contain at minimum the information listed on the sample invoice provided at

Invoices will be verified and approved by the facility’s Contract Monitor prior to payment being made.

Invoices must be submitted to:

By US Mail:  

DHS – Selinsgrove Center

Commonwealth of Pennsylvania – PO Invoice

PO Box 69180

Harrisburg, PA  17106 or

By Email (Invoices Only):

69180@

A copy of the invoice should also be mailed to the below and marked "COPY":

Selinsgrove Center

1000 Route 522

Selinsgrove, PA 17870

Attn: Accounting

Invoices will be verified and approved by the Contract Monitor prior to payment being made.

The contractor shall be paid only for services and/or materials accepted by the facility.

Mileage and travel time costs are to be included in the bid prices. No additional reimbursements will be made to the contractor other than for the bid prices.

The contractor agrees to provide the services described in the Invitation for Bid (IFB) in accordance with the provisions of the specifications for charges equivalent to the hourly rates. An hour shall be a full 60 minutes.

Quantities in this bid proposal are estimated only and may be increased or decreased in line with actual requirements of the requesting facility. Contract amount may be used where needed within the limits of the total amount of the contract. Contractor agrees to furnish equipment and services in accordance with the specifications contained in this proposal.

IV. TECHNICAL REQUIREMENTS:

The definitions of the following terms shall apply:

Facility – Selinsgrove Center, a center operated by the Pennsylvania Department of Human Services

Contractor – the party that has been awarded a contract based on this specification.

Bidder – a party submitting an offer to provide services specified herein

All services shall be provided by fully-qualified persons with appropriate education, training, and experience in accordance with prevailing industry standards. The facility has the right to request proof of qualifications for all persons performing services under the contract.

If requested by the facility, the bidder shall, within three (3) days after bid opening date, submit proof of qualifications, in the form of a resume or statement of experience, that shall include the names, addresses, and telephone numbers of not less than three (3) customers for whom the contractor has provided services similar to that required by this specification.

V. MEASURES:

The contractor shall report to the Contract Monitor upon arrival at the facility. Each service visit shall be recorded on a service acknowledgement or other acceptable form, prepared by the contractor, which shall provide the following information:

a. Contractor’s name

b. Date service provided

c. Time serviceman arrived at the facility

d. Time servicemen left the facility

e. Total time serviceman spent at the facility

f. Description and location of equipment serviced

g. Description of service performed

h. Itemized list of parts used

i. Signature of Serviceman

j. Signature of Contract Monitor or designee

A copy of the service acknowledgement shall be submitted to the Contract Monitor and shall be used to verify the contractor’s invoice.

Contractor shall notify the Contract Monitor for prior approval for repairs exceeding the total of $1,000 for parts and labor for each generator.

All parts replaced shall be equipment manufacturer’s genuine replacement parts or equivalent. All parts removed from the equipment shall remain the property of the facility, unless otherwise requested or approved by the Contract Monitor. Selinsgrove Center reserves the right to furnish any parts required to make repairs.

All repaired generators must carry a one-year warranty as to workmanship and replaced or repaired parts. If repaired generators are found defective in workmanship or replaced parts, repairs plus all costs must be borne by the contractor.

Unless otherwise requested or approved by the Contract Monitor, only one serviceman shall be provided and all work shall be performed on the grounds of the facility. Repair of equipment at the contractor’s place of business or other location not on the facility’s grounds shall require specific prior approval from the Contract Monitor.

VI. MISCELLANEOUS ISSUES:

The Contract Monitor on behalf of Selinsgrove Center will be:

Chad Dreese, Building Maintenance Foreman

Selinsgrove Center

Selinsgrove, PA 17870

Telephone: 570.372.5750

The facility requires all contractors to visit job site which will include visual inspections. Contact Chad Dreese, 570.372.5750 for an appointment. A completed signed site visit must accompany bid package.

Due to concerns over privacy, confidentiality, security, and sensitivity;

1. Living areas where individuals reside cannot be accessed unless accompanied by a facility representative.

2. And the use of the photographic capabilities of personal camera, picture, or video cellular telephones is prohibited by contractors or vendors at Commonwealth owned/leased work sites. This policy does not forbid normal voice use of cellular phones that have photographic capabilities; however, it prohibits the use of the camera-related technology while in Commonwealth work settings.

Violations of this policy may result in termination of contract.

GENERATOR LIST & LOCATION:

(All generators operate at 208 volts AC unless otherwise indicated)

Building #1: 5 ½ KW Propane

Building #3: 5 ½ KW Propane

Building #4: 5 ½ KW Propane

Building #5: 30 KW Diesel

Building #7 30 KW Diesel

Building #10,12,15,16: 10 KW Propane

Building #19,26: 15 KW Propane

Building #30: 75 KW Diesel

Building #30: 1000 KW Diesel(operates at 2400 volts AC)

Building #30: 1000 KW Diesel(operates at 2400 volts AC)

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