Maintenance, Service And Repair For Emergency Back-Up Generators At Various Developments Citywide

SCOPE OF WORK Complete an initial assessment of all generators and establish maintenance and service records to include schedules per generator based on guidelines outlined in this scope of work and in adherence with specific equipment manufacturer specifications.

Submit service and repair records to NYCHA Administration upon completion of work and as requested.

Provide quarterly schedule for all maintenance per generator.  This schedule must be submitted prior to the next quarter and approved by a NYCHA Administrator.

Minor Preventative Maintenance: For each Generator, perform four (4) Minor Preventative Maintenance visits annually, once per quarter. Each Minor Preventative Maintenance visit shall take place within seventy-five (75) to ninety-one (91) days after the last Minor Preventative Maintenance visit. Please note the 4th quarterly inspection will be incorporated into the one annual service visit.  All work shall follow specific equipment’s recommended maintenance and service guidelines.

Vendor shall supply all necessary tools, parts, and materials. During each Minor Preventative Maintenance visit on each Generator, the Vendor shall perform typical generator maintenance in accordance with the O&M manual and with industry best practice, including but not limited to the following tasks:

Cooling Systems:
Visual inspection of radiator or heat exchanger for leaks, damage, and obstruction. Check jacket water coolant level and take coolant sample for analysis. Test coolant for proper antifreeze percentage. Check jacket water heater for proper operation and adjust thermostat setting as needed. Inspect condition of radiator cap, gasket and sealing surface. Visual inspection of water pump and cooling system gaskets for leaks. Check belt tension and inspect for cracking and fraying if accessibility without disassembly permits. Inspect pulleys for excessive wear and lubricate hub bearings as needed. Inspect flexible water connections for cracking, leaks, and pliability. Tighten hose clamps as needed.

Lubrication System. 
Check and top off oil level. Check for excessive crankcase blow-by with engine running. Visual inspection of front and rear crankshaft seals and lubrication system gaskets for leaks. Inspect oil hose and connections for cracking, leaks, and pliability. Take crankcase oil sample; testing should be as per manufacturer’s guidance by submitting sample to a qualified testing laboratory or using the Engine Manufacturers’ Supplied Test kit.    Consolidate the results of all Generator oil samples on a quarterly basis in spread sheet form detailing findings.

Inspect Fuel System
Inspect gas pressure regulator and check for leaks. Drain water from water separator if applicable. Check gas line, Maxon valves and regulators for leaks. Check electronic governor connections and actuator. Inspect gas lines, Maxon valves and regulators for cracks, leaks, and proper line bracket support.

Starting System
Top off electrolyte level in batteries with dis tilled water. Check and record battery charger/alternator for proper charge rate. Check for proper cranking termination upon starting. Clean and apply corrosion inhibitor to the terminals of lead acid batteries as needed. Tighten battery cable connections as needed. Inspect and tighten starter motor, connections, and wiring. Check and record battery voltage dip level during over crank test for minimum voltage required to maintain controls during start-up.

Exhaust System
Inspect flexible exhaust coupling for cracks, excessive leakage, broken, or missing hardware. Inspect exterior of exhaust manifolds for oil/fuel slobbering (signs of wet stacking). Inspect exhaust rain protection and exhaust outlet screening. Drain water in exhaust moisture traps.

Air Intake System
Inspect air filters for plugging and deterioration, clean if required. Check all air intake piping for damage and loose connections. Inspect air cleaner seal for pliability and sealing and clean if necessary. Inspect turbocharger for excessive endplay clearance (if accessible) and seal leakage. Walk around inspection of complete Generator installation. Inspect Generator set vibration isolators. Check for abnormal noise or vibration. Re-check for oil and coolant leaks with engine running. Check for proper operation of remote fan motors, thermostats, circulating pumps, and solenoid valves. Check inlet and discharge louvers for proper operation with engine running and stopped.

Control Panel
Operational check of illumination and safety lamps. Check electronic control panels for fault codes. Clear any unnecessary codes, notify customer of any codes that need to be addressed. Check proper operation of engine and generator instruments with generator running. Adjust governor control for optimum performance and frequency. Adjust voltage regulator for proper voltage. Check for and tighten loose terminals on the generator and the Generator control panel. Check tightness of relays in the generator control panel. Inspect for excessive dirt accumulation and clean as needed. Test auto-start system. Test safeties and pre-alarms on engine/generator control and annunciator panels. Check operation of automatic sync equipment with customer authorization. Place generator online and check operation of transfer switches. This will be done only with the consent of the Technical Resources Department.   Upon Completion of Service reset all controls to automatic. Set circuit breaker to correct position. Check that gas valves are in correct position. Check that battery charger is on. Check that louver controls are on. Check that jacket water heater is on. Provide an electronic checklist confirming all items were completed along with recording any measurements, descriptions of conditions, run times, and any notes. The checklist should also include the name of the service technician and date.

Gas Booster Pumps, Control Panels and Maxon Valves
Check operations. Service. Repair and replace.

Fire Safety Equipment
Inspection and maintenance of gas Co2 detection systems. QEL Gas Monitoring System and detection devices and calibration, when necessary, as per manufacturers specifications in accordance with NFPA 12 and 1 RCNY 908-01 Chapter 900.

Ventilation Systems
Inspect, maintain, repair, and/or replace components of generator room ventilation systems.

Electric and/or gas heaters
Inspect, service, maintain and repair electric and/or gas heaters within the generator room and/or Generator Enclosure, Gas Booster rooms, Electric Automatic Transfer Switch (ATS) rooms.

       l.  Uninterrupted Power Source (UPS)       i  Check operation, service and repair/replace as needed.

      m.  Automatic Transfer Switches       i. Inspect and check operation.      ii. Repair and/or replace as needed.

Major Preventative Maintenance: Once per year during a Minor Preventative Maintenance visit, Vendor shall perform the following Major Preventative Maintenance tasks on each Generator:
Change engine oil and filters. Check and replace spark plugs and wiring as needed. Change primary and secondary fuel filters. Properly dispose of waste oil and filters. Lubricate fan drive if accessible. Lubricate governor linkage. Lubricate generator bearing if accessible. Clean crankcase breather. Inspect & test ATS and tighten ATS lugs. Provide an electronic checklist confirming all items were completed along with recording any measurements, descriptions of conditions, run times, and any note s. The checklist should also include the name of the service technician and date. Vendor shall supply all necessary tools, parts, and materials when performing Major Preventative maintenance.

All work shall follow specific equipment’s recommended maintenance and service guidelines.

Emergency Repair: The Vendor shall provide a 24-hour, 7 day per week on-call service phone number to handle NYCHA customer service needs and to allow NYCHA to request emergency Generator repairs.

Vendor shall supply all necessary tools, parts, and materials in connection with Emergency Maintenance. All Emergency Maintenance is subject to NYCHA's prior approval.

Repair Maintenance: If a Generator needs a repair that Vendor cannot perform during a Minor Preventative Maintenance visit or during Emergency Maintenance, Vendor shall schedule with NYCHA an alternate time for the repair. Vendor shall supply all necessary tools, parts, and materials in connection with Repair Maintenance. All Repair Maintenance is subject to NYCHA's prior approval.

Other Maintenance Requirements: When performing any form of Generator Maintenance, Vendor shall comply with the following rules and procedures:

Responsibility to Maintain - Upon installation and acceptance of each Generator, NYCHA will notify the Vendor in writing. Once notified, the Vendor shall have the responsibility to perform Generator Maintenance for each Generator listed in the notice as outlined in this Agreement.
 
Equipment and Supplies - The Vendor shall furnish all tools, materials, supplies and equipment to perform the Generator Maintenance. The Vendor shall notify NYCHA immediately in the event of any NYCHA-owned equipment failure or unsafe working condition.

Waste/Materials Disposal - Vendor shall dispose of all waste, debris, and excess materials generated during the Generator Maintenance in accordance with all applicable regulations and laws. Vendor is solely responsible for all fees, costs, damages, fines, or penalties related to the disposal of waste and materials. Under no circumstances shall Vendor dispose of waste, debris, or excess materials on NYCHA property.

The Vendor shall ensure that employees and/or subconsultants comply with all New York regulations and practices.

The Vendor's employees and/or subconsultants shall conduct themselves in a workmanlike manner while performing Services. Vendor employees and/or subconsultants shall be courteous, neat in appearance and always wear visible vendor identification and a name tag.

NYCHA 's Contract Administrator or appointed representative shall inspect Generator Maintenance Services performed by the Vendor on a regular basis. In the event of work performance deficiencies, the Contract Administrator shall notify the Vendor. Notification may be verbal or written. NYCHA will require the Vendor to rectify the deficiency within 24 hours.

The Vendor shall ensure that NYCHA always has a complete and up-to-date list of the names of employees and/or subconsultant employees who will perform Generator Maintenance.

The Vendor shall not remove or consume any property belonging to NYCHA or NYCHA employees or residents. This includes any articles that may be deposited for disposal in trash receptacles.

Equipment and supplies belonging to NYCHA shall not be transferred from one job site to another by the Vendor without permission of NYCHA 's Contract Administrator.

The Vendor and its employees may not use NYCHA property, including telephones, for personal use unless given permission by staff at the Development.

Vendor's employees and/or subconsultants shall not smoke on NYCHA property.

If NYCHA provides Vendor NYCHA keys or key cards to gain access to a Development, the Vendor shall not make duplicates of such keys or key cards. The Vendor shall ensure that all gates, doors, and hatches giving access to NYCHA facilities are secured. The Vendor shall immediately report to the Contract Administrator (or other designated representative if during non-business hours) any damage or potential hazard involving NYCHA property. Hazardous conditions relating to a Generator(s) shall be immediately remedied or secured to prevent further damage and/or to protect visitors from injury.

Vendor shall report incidents, altercations or accidents involving facility visitors, Vendor's employees, NYCHA employees or residents to the Contract Administrator and Property Management in a timely manner. The Contract Administrator, at his/her discretion, may require a written report from the Vendor describing the incident or accident.

Any person performing Generator Maintenance must be licensed/certified to do so in accordance with any relevant laws and regulations, including service technician journey level licensing and training certifications.

Whenever Generator Maintenance is performed, the service technician shall provide to the Contract Administrator a detailed report of the work done clearly identifying the condition of the Generator equipment and receive signature for the service performed from the Contract Administrator or designee.

The Vendor shall advise the Contract Administrator of any necessary repairs and an approximate cost to complete the repairs if those repairs fall outside of Minor or Major Preventative Maintenance. Approval from the Contract Administrator shall be necessary before any repairs can take place.

In the event work is performed after normal business hours and/or on an emergency basis, a written estimate will be accepted for review.  Once work is completed a statement of services will be submitted to the Technical Resources Department for review and approval.

The Vendor shall keep records of all Generator Maintenance and such records must be accessible and submitted to NYCHA Contract Administrator or NYCHA staff on an as needed and on an ongoing basis as quarterly and annual service is completed per unit.
TERM: 3 years plus two one-year extensions (at the discretion of NYCHA).
Section 3 and M/WBE: Please be advised that the Section 3 REO & OEO Plans and the M/WBE Utilization Plan & Waiver and other related documentation must be uploaded via eComply, https://nycha.ecomply.us/. Do not include Section 3 or M/WBE documentation within your bid submission via iSupplier. For assistance with eComply log-in, please contact eComply Tech support at contact@example.gov. For assistance with M/WBE Utilization Plan and Section 3 REO/OEO Plan submission in eComply, please contact NYCHA’s SMP Vendor Diversity team at contact@example.gov. 
Pre-Bid Conference. A non-mandatory virtual Pre-Bid Conference will be held on April 1st, 2025 at 10:00 AM and will be conducted remotely via Microsoft Teams meeting.  Although attendance is not mandatory at the Pre-Bid Conference, it is strongly recommended that all interested Bidders attend, and that Bidders thoroughly review bid documents in advance of the meeting. 
To participate in the Pre-Bid Conference, please follow the instructions below:
Microsoft Teams Meeting
Join on your computer or mobile app: click to join meeting
Option 1: Copy and paste the below in browser:
teams.microsoft.com/l/meetup-join/19%3ameeting ZjE3YjhmZjYtNWRhOC00MjRlLTgwYjQtZDAxNTY5ZGY4ZGI3%40thread.v2/0?context=%7b%22Tid%22%3a%22709ab558-a73c-4f8f-98ad-20bb096cd0f8%22%2c%22Oid%22%3a%22d3ad4d7d-b23c-46b6-a970-2e5863640413%22%7d
Meeting ID: 267 176 607 218       Passcode: sv2rg98Q
Option 2: Call in (audio only) +1 (555) 000-0000,267176607218# United States, New York City
Phone conference ID: 267 176 607 218 #
RFQ Timeline:
RFQ Question Submission Deadline 4/4/25 at 2:00PM
Question and Answer Release Date 4/11/25 at 2:00PM