Department of Transportation – Monroe County 5-4

Diesel Generator

Maintenance and Repair

Statement of Work

  1. Service Location:
  1. Department of Transportation

Monroe County 5-4

1586 N. 9th Street,

Stroudsburg, PA 18360

  1. General:
  1. This service will be for a period of one (1) year with one (1) year renewal option to renew, upon mutual consent, fora one(1) year period. The estimated first year period validity dates of this service contract/purchase order is from March 15, 2013 and ending March 14, 2014. The beginning date of the term of the contract/ purchase order is only estimate. The contract/purchase ordershall not be valid or enforced 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.
  1. The Department of Transportation, hereto referred as the Department, reserves the right, upon notice to the contractor, to extend the term of the purchase order for up to ninety (90) days upon the same terms and conditions. This will be utilized to prevent a lapse in service coverage and only for the time necessary, up to ninety (90) days, to enter into a new purchase order.
  1. The Department reserves the right to award any or all of the bid items. All quantities and items are estimates.
  1. The contractor shall provide the Department with all necessary information including business phone, cell phone, fax and e-mail prior to the start of any work.
  1. Technical Requirements:
  1. The contractor is responsible for documentation of the inspection and/or repairs completed during the service visit. Contractor shall complete a service acknowledgement or other acceptable form that shall contain at least the following information:
  • Date of service
  • Location of equipment serviced
  • Arrival time of service technician
  • Departure time of service technician
  • Amount of time spent completion of the service
  • Description of the service performed
  • A list of parts replaced
  • Recommendations for follow-up service
  • Signature of contractor representative (technician)
  • Signature of facility representative
  1. Contractor must be a factory representative for Kohler.
  1. Upon completion of the service, one copy of the completed service
  1. Acknowledgement shall be left with the County Equipment Manager or his designee. The service acknowledgement shall be used to verity the contractor’s invoices.
  1. All work completed at 1586 N. 9th Street, Stroudsburg, Pa. shall be done between the hours of 7:00a.m. And 3:00p.m., Monday through Friday. All State holidays are excluded unless otherwise requested by the County Equipment Manager or his designee.
  1. Contact shall be made with the Roadway Program Coordinator or designee 24 hours in advance of regularly scheduled service visits to ensure there will be no conflicts. An approved contact list and phone numbers will be provided to the awarded contractor prior to the start of any work.
  1. Description of Work:
  1. Generator Service shall consist of an annual scheduled preventative maintenance and unscheduled,emergency on call repair as needed to the Power Generation System and two automatic transfer switches (ATS).

Power generation System: Manufacturer: Kohler

Model: 230RE0ZJB

Year: 2006

Serial: 2069969

  1. The contractor will be required to perform all of the followingin addition to any manufacturer suggested maintenance once yearly during the Annual Full Service visit. Periodic inspections, testing, and adjustments as requested by the County Equipment Manager to maintain equipment in optimum operation condition and to detect possible malfunctions or other conditions that could result in a need to repair or replace system components.Replenish and change fluids and lubricants as necessary. Clean and service components as needed. Repair or replace worn or defective parts and components as necessary.
  1. Check all components of the AC electrical system
  2. Test and calibrate control systems as needed to ensure proper operation and maximum efficiency.
  3. Check air intake system
  4. Replace filter
  5. Check belts and hoses and clamps
  6. Check Cooling system
  7. Replenish or Change fluid if needed
  8. Check hoses clamps and belts
  9. Check DC electrical system
  10. Check for proper voltage
  11. check battery operation by conducting a load draw test
  12. check battery fluid and add if needed
  13. check and clean battery terminals if needed
  14. check condition of all cables and wiring
  15. check operation of the alternator
  16. Exhaust System
  17. Inspect all piping, muffler and rain caps for wear or leakage
  18. Fuel System
  19. Inspect and change filter if needed
  20. Inspect all lines for leakage
  21. Lube Oil System
  22. Completely drain and replace oil
  23. Replace oil filter
  24. Check all lines for leakage
  25. Safety Settings
  26. Check to insure settings are in place and operational for emergency shutdown including
  27. Engine overheat
  28. Oil pressure
  29. Over crank
  30. Over speed
  31. Auto Transfer Switches (ATS)
  32. Check operation
  33. Wiring condition
  34. Lubricate as needed.
  1. At the request of the County Equipment Manager, perform a review of specific systems for the purpose of recommending modifications, and/or replacement of components that would improve reliability, reduce energy consumption, or reduce pollution.
  2. At the request of the County Equipment Manager, perform a review of specific systems for the purpose of recommending modifications and/or replacement of components that would improve reliability, reduce energy consumption, or reduce pollution.
  3. Provide the inspections and /or services as shown on the attached Request for Quote.
  1. Repair Parts

A.Only manufacturer approved replacement parts shall be used.

B.All parts replaced become the property of PENNDOT

Maintenance District 5-4

  1. Fluids

A.Only manufacturer recommended fluids shall be used.

B.Any spilled fluids must be cleaned up in accordance with all applicable regulations.

C.Waste fluids must be disposed of in accordance with industry standards.

  1. TECHNICAL REQUIREMENTS: Qualifications of Contractor:

A.All work shall be performed by factory trained technicians.

B.Only one technician shall respond to service requests unless approved by the County Equipment Manager or his designee.

C.Service shall be available on a 24-hours-a-day, 365-days-a-year basis. The contractor shall provide for a telephone answering service to accept requests for services at all times and immediately relay request to the contractor. All requests for service shall be acknowledged by the contractor by a return telephone call to the requestor within two (2) hours following the request and shall indicate the estimated time of his arrival at the facility.

D.Contractor shall respond to service calls for break down or emergency within four (4) hours of the initial call unless otherwise agreed upon by the contract administrator or his designee.

E.All work shall be performed during the contractor’s regular working hours unless otherwise requested and approved by the contract administrator or his designee.

F.The contractor shall report to the County Equipment Manager or his designee upon arrival at the facility.

G.All parts and labor shall be warranted for a minimum of thirty (30) days.

H.Contractor shall perform an operational test of the equipment oat the completion of all repairs to ensure proper performance of the equipment.

I.Contractor must be a factory representative for Kohler.

J.Upon completion of the service, one copy of the completed service acknowledgement (OS-501 Confirmation of Services) shall be left with the County Equipment Manager or his designee. The service acknowledgement shall be used to verity the contractor’s invoices.

K.All work completed at 1586 N. 9th Street, Stroudsburg, Pa. shall be done between the hours of 7:00a.m. And 3:00p.m., Monday through Friday. All State holidays are excluded unless otherwise requested by the County Equipment Manager or his designee.

  1. The contractor will be responsible for the cleanup and disposal of all waste fluids and filters.
  1. Only manufacturer approved parts and fluids shall be used. The department reserves the right to inspect all parts and fluids provided by the contractor. The Department reserves the right to furnish any parts or fluids to the contractor when it is in the best interest of the Department.
  1. All parts and labor shall be warranted for a minimum of thirty (30) days.
  1. Service shall be available on a 24-hour 365 day a year basis. The contractor shall provide a 24-hour phone number where he/she can be reached. All requests for service shall be acknowledged by the contractor by a return telephone call to the requestor within two (2) hours following the request and shall indicate the estimated time of the technician’s arrival to the facility.
  1. The contractor shall be onsite within four (4) hours of all service requests for emergency break down or emergency.
  1. Service Schedule:

This service schedule shall be considered a guide:

Annual Full Service: October of each year

Emergency Call-Outs if required.

  1. Materials and Payment:
  1. The cost of materials, parts or replacement equipment, that are not included in the scheduled service visits, shall be invoiced at suppliers invoice price plus 15%. All material in excess of $200.00 will require approval by the County Maintenance Manager or designee prior to purchasing. The Department reserves the right to purchase and supply the contractor with any materials needed for repairs at the facilities. A copy of all invoices for materials must be submitted along with the invoice to the Department.
  1. All labor and materials used for work performed must be documented on a mutually agreed upon form that would include but not be limited to the following
  2. Date of Services
  3. Equipment Serviced
  4. Arrival time of the technician
  5. Departure time of the technician
  6. Description of services performed
  7. A list of parts replaced
  8. Any recommendations or observations
  9. Signature of contractor’s representative.
  1. The quoted rates will include all tools or any equipment necessary to perform routine maintenance or service calls.
  1. Repairs made without the authorization of the proper Department personnel are subject to non-payment. Prior to the effective date of the contract, the Department will provide a list of authorized personnel responsible for requesting repair work.
  1. Travel time is not included as hours of service and cannot be charged for any work performance under this contract. Contractor’s time begins upon arrival at site and ends upon departure from site. No additional time allowance is made.
  1. Invoices for payment shall be submitted to the address listed on the first page of the Purchase Order in the “Please Bill To” box. A copy of the invoice shall be submitted to the attention of the District Roadside Specialist at :

Department of Transportation

Monroe County 5-4

1586 N. 9th Street

Stroudsburg, PA 18360

Failure to do so may result in delayed or non-payment.

  1. Insurance Requirements:
  1. Refer to the attachmentfor Insurance Requirements.
  1. Except as otherwise herein specified, the contractor shall also be responsible for damage claims as provided in Section 107.14 of the PENNDOT Specifications, Publication 408.
  1. Safety Requirements:
  1. All work shall be performed in a safe and orderly manner with minimum interference to person(s) using the safety rest area. The safety rest areas are available to the public on a 24-hour basis. Should the contractor require an interruption of service, the contractor must immediately notify the Department, prior to any work being performed.
  1. Non-Compliance:
  1. In the event that any materials furnished by the contractor are found to be defective, unsuitable, or otherwise unacceptable, the materials shall be removed by the contractor and replaced with acceptable materials and installed anew to the satisfaction and approval of the District Roadside Specialist at the cost and expense of the contractor.
  1. If for any reason the contractor fails to respond within the timeframe as outlined in these specifications, liquidated damages in the amount of $150.00 will be charged per occurrence. For three or more occurrences, the Department will find the contractor in non-compliance with the contract requirements. This action may result in immediate termination of the contractor.

Page 1 of 4