RFP 9121 Emergency Generator Preventative Maintenance and Repair

Bowling Green State University is soliciting proposals for semi-annual preventative maintenance and on-demand repair services for its Emergency Power Supply Systems across campus, covering a range of generators and automatic transfer switches. The scope requires vendors to supply all labor, supervision, equipment, and materials to perform comprehensive maintenance on 25 standard generators and three critical generators, adhering to manufacturer guidelines and NFPA 110 standards, including mandatory Load Bank testing for non-spark-ignited units. Annual preventative maintenance is also required for all Automatic Transfer Switches. Repairs outside the Preventative Maintenance schedule must be addressed on a Time and Materials basis, with pricing submitted via a structured Excel worksheet that breaks down costs by generator type, critical unit requirements, and ATS service. All proposals must be submitted exclusively through the Bid Express platform by 3:00 PM EST on June 18, 2026, and must include a completed Pricing Proposal Worksheet, a detailed scope of work for critical generators, a current Secretary of State Certification, and a W9 Form. The contract award will be based on the best overall value to BGSU, considering responsiveness, quality, capability, responsibility, and price—not as a sole determining factor—and BGSU reserves the right to make multiple awards or award by individual items or groups. Vendors must comply with extensive insurance requirements, including a minimum A.M. Best rating of A- VII, with policies naming BGSU as an additional insured on a primary and non-contributory basis, and containing a waiver of subrogation. Insurance must cover business automobile liability, professional liability, crime, and cyber liability, with specific minimum limits and three-year continuation for certain coverages. Full compliance with Ohio and federal laws is mandatory, including occupational safety and health regulations, environmental standards, and non-discrimination statutes; contractors must follow 29 CFR 1910.147 lockout/tagout procedures and properly label hazardous materials. Documentation must be retained for the contract term plus three years and made available for BGSU inspection upon request. Invoices for preventative maintenance must be submitted twice yearly after winter and summer break services, with full alignment to BGSU purchase orders, including work order numbers and supporting service documentation. Payment is Net 30 days and must be sent to designated email addresses with exact line-item matching. The contract will commence August 1, 2026, and will be governed by Ohio law, with termination permitted for material failure to perform, subject to a possible