SMD Services IDIQ Contract for Maintenance, Service & Repair of Backup Generators

SCOPE OF WORK The scope of work includes quarterly and annual preventive maintenance and will also include any repair work needed to ensure the equipment is maintained in good order. NYCHA currently operates ninety-three (93) generators across our portfolio and will add one hundred and eighty-nine (189) generators over the course of the next two to three years. Quarterly and annual preventive maintenance. (a) Establish a preventive maintenance schedule for quarterly and annual preventive maintenance. This schedule must be submitted prior to the upcoming quarter and approved by a NYCHA Administrator. Annual maintenance can be incorporated into one of the quarterly maintenance periods. (b) All work shall follow the manufacturer’s specific equipment maintenance and service guidelines as per operating manuals. (c) Whenever Generator Maintenance is performed, the service technician shall provide the Contract Administrator with a detailed preventive maintenance report detailing the work completed. This report will be submitted with the vendor’s invoice. Repair Work: (a) Prior to the commencement of Repair Work of equipment still covered by the manufacturer’s warranty, the Vendor or its subcontractor(s), must provide to the satisfaction of the Contract Administrator, a copy of its current certification by either Generac to repair a Generac generator, or Caterpillar to repair a Caterpillar generator. This requirement does not apply to the repair of any equipment that is no longer under warranty.   (b) 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 the Minor or Major Preventative Maintenance schedule. This is for work discovered or recommended while the vendor is performing either quarterly or annual maintenance. The Contract Administrator will review and approve all repair work proposals. (c) Inspect, assess and repair generators as needed or upon request by a NYCHA Administrator or designated personnel. Any time a vendor is called out on a non-emergency basis to inspect, assess and repair a generator the vendor will submit a proposal for both the assessment and any repair work needed to include material. The proposal will be reviewed by the NYCHA Administrator. (d) Any time a vendor is called out on an emergency basis to inspect, assess and repair a generator the vendor will submit a proposal for both the assessment and any repair work needed to include material. The proposal will be reviewed by the NYCHA Administrator. All labor rates will be based on either normal or overtime hourly rates plus overhead and profit. Normal working hours are from 8 AM to 4 PM; overtime hours are any hours worked outside normal working hours, weekends or holidays. The vendor must be able to sub-contract to the specific equipment manufacturer regarding any special repair work that cannot be completed by the vendor. This work will be performed and invoiced using the “Allowance” line item. NYCHA owns and operates General and Caterpillar generators. A full list will be included in Appendix K.   MINOR PREVENTIVE MAINTENANCE: For each Generator, perform four (4) Minor Preventative Maintenance visits annually, once per quarter. 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:   (b) 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. iii. Test coolant for proper antifreeze percentage. Check jacket water heater for proper operation and adjust thermostat setting as needed. Inspect the condition of the radiator cap, gasket and sealing surface. Visual inspection of water pump and cooling system gaskets for leaks. vii. Check belt tension and inspect for cracking and fraying if accessibility without disassembly permits. viii. Inspect pulleys for excessive wear and lubricate hub bearings as needed. Inspect flexible water connections for cracking, leaking, and pliability. Tighten hose clamps as needed.            (c) Lubrication System. Check and top off oil level. Check for excessive crankcase blow-by with engine running. iii. 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 crank-case 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 the spread sheet form detailing findings.            (d) Inspecting Fuel System Inspect the gas pressure regulator and check for leaks. Drain water from the water separator if applicable. iii. 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.            (e) Starting System Top off electrolyte levels in batteries with distilled water. Check and record battery charger/alternator for proper charge rate. iii. 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. vii. Check and record battery voltage dip level during over crank test for minimum voltage required to maintain controls during start-up.           (f) 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). iii. Inspect exhaust rain protection and exhaust outlet screening. Drain water in exhaust moisture traps.          (g) Air Intake System Inspect air filters for plugging and deterioration, clean if required. Check all air intake piping for damage and loose connections. iii. Inspect the air cleaner seal for pliability and sealing and clean if necessary. Inspect turbocharger for excessive endplay clearance (if accessible) and seal leakage. Walk around the inspection of complete Generator installation. Inspect the Generator set vibration isolators. vii. Check for abnormal noise or vibration. viii. 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.            (h) Control Panel Operational check of illumination and safety lamps. Check electronic control panels for fault codes. Clear any unnecessary codes, notify customers of any code that needs to be addressed. iii. 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 the tightness of relays in the generator control panel. vii. Inspect for excessive dirt accumulation and clean as needed. viii. Test auto-start system. Test safety 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. xii. Upon Completion of Service reset all controls to automatic. xiii. Set circuit breaker to correct position. xiv. Check that gas valves are in the correct position. Check that battery charger is on. xvi. Check out that the louver controls are on. xvii. Check that jacket water heater is on. xviii. 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.           (i) Gas Booster Pumps, Control Panels and Maxon Valves Check operations. Service. iii. Repair and replace.            (j) 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.             (k) Ventilation Systems Inspect, maintain, repair, and/or replace components of generator room ventilation systems.            (l) 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.          (m) Uninterrupted Power Source (UPS) Check operation, service and repair/replace as needed.           (n) Automatic Transfer Switches Inspect and check operation. Repair and/or replace as needed.   MAJOR PREVENTIVE MAINTENANCE: Once per year during a Minor Preventative Maintenance visit, the Vendor shall perform the following Major Preventative Maintenance tasks on each Generator: (a) Change engine oil and filters. (b) Check and replace spark plug and wiring as needed. (c) Change primary and secondary fuel filters. (d) Properly dispose of waste oil and filters. (e) Lubricate fan drive if accessible. (f) Lubricate governor linkage. (g) Lubricate generator bearing if accessible. (h) Clean crankcase breather. (i) Inspect & test ATS and tighten ATS lugs. (j) 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.   CERTIFICATIONS All Vendor staff/technicians performing this work must be trained and certified by the Electrical Generating Systems Association (EGSA) or a comparable certification in reference to this work.   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 July 29th, 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: https://teams.microsoft.com/l/meetup-join/19%3ameeting MzlkMGU4NDUtOGI1MC00YThmLTg5MTktZmYzMWI5MzM3YzMw%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: 243 195 727 904 7        Passcode: D6AZ2H6m Option 2: Call in (audio only) +1 (555) 000-0000,,46125460# United States, New York City Phone conference ID: 461 254 60# RFQ Timeline: RFQ Question Submission Deadline 8/8/25 at 2:00PM Question and Answer Release Date 8/15/25 at 2:00PM Service-Disabled Veteran-Owned Set Aside: No Minority Owned Sub-Contracting Goal: 15% Women Owned Sub-Contracting Goal: 15% Due date:08/21/2025 10:00 AM Contract term: 3 Years w/ two one-year renewals County(ies): All NYS counties Location: Bronx, Brooklyn, Manhattan, Queens, Staten Island Business entities awarded an identical or substantially similar procurement contract within the past five years: None