Bid Quote Request - Preventive Maintenance of Emergency Backup Generators

Preventive Maintenance of Emergency Backup Generators Contract Term: April 1, 2026 – March 31, 2027 The City of Cleburne is accepting quotations for annual preventive maintenance services for City-owned emergency backup generators for the period from April 1, 2026, to March 31, 2027. Vendors shall submit individual pricing for each generator unit listed herein. All work shall be performed in accordance with the specifications outlined in this RFQ. Questions concerning this RFQ shall be directed to: Assistant Chief Keith Scarbrough, Cleburne Fire Department via Email: keith.scarbrough@cleburne.net Quote Submission Guidelines All quotes must be sent to keith.scarbrough@cleburne.net AND purchasing@cleburne.net Quote Submission Deadline Quotes must be received no later than 5 pm, February 20, 2026. SCOPE OF WORK The successful vendor shall provide quarterly and annual preventive maintenance, including labor, materials, oil, fuel, and air filters, in accordance with the following specifications. QUARTERLY MAINTENANCE REQUIREMENTS GENERAL Perform a visual inspection of the overall condition of the unit, identifying foreign objects, loose or broken fittings, guards, and components. COOLING SYSTEM Inspect radiator/heat exchanger for leaks, damage, and debris; check louver operation where applicable. Inspect coolant level and condition (rust, oil, contamination); verify conditioner concentration and temperature protection. Inspect filler cap gasket and sealing surface. Inspect hoses and connections for deterioration and tightness. Inspect the fan drive pulley and fan; lubricate the fan drive bearing and check the operation and clearance. Inspect fan belts for wear and proper tension; adjust as necessary. Inspect the jacket water heater for proper operation. Inspect the water pump for leaks or unusual noises. FUEL SYSTEM Inspect the fuel tank for leaks and fuel level. Drain water from the fuel tank or from a water separator, where possible. Inspect fuel lines and connections for leaks, tightness, and secure mounting. Inspect the governor oil level, controls, and linkage; add oil as required. Inspect primary and secondary fuel filters for leaks and damage. AIR INDUCTION & EXHAUST SYSTEM Inspect the air filter service indicator for proper operation. Inspect, clean, or replace the air filter as necessary. Inspect air inlet piping and housing for damage, loose connections, and leaks. Clean air filter housing if filter is serviced; inspect seals and gaskets. Inspect the turbocharger for oil or exhaust leakage and unusual noises. Inspect the exhaust manifold for damage, loose hardware, leakage, and wet stacking. Inspect exhaust system, silencer, piping, rain cap, and supports. LUBE OIL SYSTEM Inspect oil level and condition; check for leaks. Verify oil pressure gauge operation. Inspect crankcase breather and hoses for proper operation and deterioration. STARTING SYSTEM Inspect batteries for damage or leakage; clean terminals and tighten connections. Check the age of the batteries and document on the service report if they are over 2 years old. Inspect the battery charger for proper operation and wiring condition. Inspect starter motor wiring and operation. Inspect alternator mounting, wiring, belts, pulley, and voltage output. ENGINE MONITORS & SAFETY CONTROLS Inspect safety controls, wiring, and connections. Inspect remote annunciator and alarm systems. CONTROL PANEL Operational check of manual and automatic start controls. Verify voltmeter, ammeter (if load available), and frequency meter readings. TRANSFER SWITCH Inspect wiring, connections, insulation, and enclosure condition. Tighten control circuit wiring as required. Inspect manual switches, time delays, contacts, relays, and grounding. Verify proper transfer operation and sequencing. Clean the interior and exterior of the enclosure; inspect the door and locking mechanisms. MISCELLANEOUS Record inspection findings and corrective actions. Report unsafe conditions. Provide recommendations for major component replacement. ANNUAL MAINTENANCE REQUIREMENTS In addition to all quarterly maintenance items, the following services shall be performed annually: FUEL SYSTEM Replace fuel filters and inspect for proper sealing and operation. LUBE OIL SYSTEM Change oil and oil filters; inspect gaskets and seals. Clean or replace crankcase breather as required. AIR INDUCTION SYSTEM Inspect the turbocharger for oil leakage or abnormal noise. Inspect, clean, or replace the air filter. ENGINE MONITORS & SAFETY CONTROLS Verify gauge accuracy (oil pressure, water temperature, and alternator). Test all safety controls and alarms for proper operation. GENERATOR Lubricate generator rear bearing (if applicable). Inspect vibration isolators for condition and adjust as needed. CONTROL PANEL Inspect accessible circuit breakers for free movement and secure connections. LOAD BANK TESTING Perform annual load bank testing as follows (total continuous run time: 2 hours): 25% load for 30 minutes 50% load for 30 minutes 75% load for 60 minutes MISCELLANEOUS Document all findings and corrective actions. Report unsafe conditions. Provide recommendations for replacing major components. I. INSURANCE REQUIREMENTS The vendor must provide a Certificate of Liability Insurance naming the City of Cleburne as a certificate holder, meeting or exceeding the following minimums: General Liability: $1,000,000 Automobile Liability: $1,000,000 Workers’ Compensation and Employer’s Liability: Statutory A. Can your company meet these requirements and provide proof of insurance? ☐ Yes ☐ No II. EMERGENCY REPAIR PRICING A. Flat Service Call Rate: Rate: __________________________ What is included: _______________________________________ B. Hourly Labor Rates: Standard Rate: __________________ After Hours/Holidays: ____________ C. Mileage Charges: Mileage Rate (if applicable): __________ Distance from your shop to downtown Cleburne: __________ miles III. Quarterly and Annual Preventive Generator Maintenance Unit # Manufacturer Size Model Number Serial Number Generator Location III. Price Per Unit 1 Kohler 60KW 60REOZJB 0760056 Cleburne Fire Station #1 - 801 E. Henderson St. 2 Kohler 60KW 60REOZJB 0760057 Cleburne Fire Station #2 - 606 S. Nolan River Rd. 3 Kohler 60KW 60REOZJB 0760058 Cleburne Fire Station #3 - 901 W. Kilpatrick Ave. 4 Onan 35KW 35DGDBB I980791467 Cleburne City Hall - 10 N. Robinson St. 5 Onan 35KW DGBB-4476298 B000068760 Cleburne Police Station – 302 W. Henderson St. 6 Kohler 20KW 20RZ 2142942 Cleburne Radio Tower - 1700 Island Grove Road 7 Cummins 30KW C30D6 G21L480279 Cleburne Radio Tower - 1700 Island Grove Road 8 Kohler 20KW 20RZ 2142939 Alvarado Radio Tower - 348 CR 207, Alvarado, TX 9 Generac 80KW SD80 3011359694 Cleburne IT Department – 9 N. Robinson VENDOR INFORMATION Company Name: __________________________________________ Address: _______________________________________________ Phone Number: __________________________________________ Authorized Representative (Print): _______________________ Signature: _______________________________ Date: __________