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Home My WebLink About49-20 RESOLUTIONOF FAy Er' ♦1i � /y��o, V 9 R1k A-J�NS�S 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 49-20 File Number: 2020-0051 BID #19-58 CLIFFORD POWER SYSTEMS, INC: A RESOLUTION TO AWARD BID #19-58 AND AUTHORIZE A GENERATOR MAINTENANCE CONTRACT WITH CLIFFORD POWER SYSTEMS, INC. FOR A TERM OF ONE YEAR WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE YEAR TERMS IN THE ANNUAL AMOUNT OF $27,724.00, PLUS THE COSTS OF ANY NON-SCHEDULED SERVICE CALLS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #19-58 and authorizes Mayor Jordan to sign a Generator Maintenance Contract with Clifford Power Systems, Inc. for a term of one year with automatic renewals for up to four additional one year terms in the annual amount of $27,724.00, plus the costs of any non-scheduled service calls as established in the contract. PASSED and APPROVED on 2/4/2020 Attest: ```��na r nu►,�� AYETTEVILLE &�= Kara Paxton, City Clerk Treasures sv'9Q '!i11111100% o N 11 %` Page 1 Printed on 216120 City -of Fayetteville, Arkansas -.� Text File File Number: 2020-0051 Agenda Date: 2/4/2020 Version: 1 In Control: City Council Meeting Agenda Number: A. 12 BID #19-58 CLIFFORD POWER SYSTEMS, INC: A RESOLUTION TO AWARD BID #19-58 AND CONTRACT WITH CLIFFORD POWER SYSTEMS, AUTOMATIC RENEWALS FOR UP TO FOUR ANNUAL AMOUNT OF $27,724.00, PLUS THE CALLS 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Status: Passed File Type: Resolution AUTHORIZE A GENERATOR MAINTENANCE INC. FOR A TERM OF ONE YEAR WITH ADDITIONAL ONE YEAR TERMS IN THE COSTS OF ANY NON-SCHEDULED SERVICE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #19-58 and authorizes Mayor Jordan to sign a Generator Maintenance Contract with Clifford Power Systems, Inc. for a term of one year with automatic renewals for up to four additional one year terms in the annual amount of $27,724.00, plus the costs of any non-scheduled service calls as established in the contract. City of Fayetteville, Arkansas Paye 1 Printed on 2/5/2020 City of Fayetteville Staff Review Form 2020-0051 .Legistar File ID 2/4/2020 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Sara Glenn 1/15/2020 FLEET OPERATIONS (770) Submitted By Submitted Date Division / Department Action Recommendation: A resolution to award Bid 19-58 to Clifford Power Systems, Inc. of Tulsa, OK for a generator maintenance contract in the amount of $27,724.00 annually; plus, non-scheduled service calls and mileage fees at the rates specified in Bid 19-58. 9700.770.1910/5400.720.4330 -5315.00 Account Number Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Budget Impact: FLEET CONTRACT SERVICES / WATER & SEWER MAINT Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Fund Project Title $ 311,750.00 $ 311,750.00 $ 311,750.00 V20180321 Purchase Order Number: Change Order Number: Original Contract Number: Previous Ordinance or Resolution # Approval Date: Comments: The "item cost" box has been left blank because total spend will vary depending upon the repair needs through the year. Payments will be split 2/3 Fleet and 1/3 Water & Sewer, due to Water & Sewer owning a portion of the generators. Fleet's Account: 9700.770.1920-5315.00 / Water & Sewer's Account: 5400.720.4330-5315.00 CITY OF FAYETTEVILLE ARKANSAS MEETING OF FEBRUARY 4T", 2020 TO: Mayor and City Council THRU: Terry Gulley, Director of Transportation CITY COUNCIL MEMO FROM: Sara Glenn, Fleet Operations Superintendent DATE: January 15t', 2020 SUBJECT: Approval of a Generator Maintenance Contract RECOMMENDATION: City Council to award Bid 19-58 to Clifford Power Systems, Inc. of Tulsa, OK for a generator maintenance contract in the amount of $27,724.00 annually; plus, non- scheduled service calls and mileage fees at the rates specified in Bid 19-58. BACKGROUND: Fleet Operations requires a generator maintenance contract for annual services and repairs. However, the current contract expired in October 2019, causing Fleet Operations to go out to bid again. DISCUSSION: Bid 19-58 was opened on November 21 st, 2019; a copy of the Bid tab is attached. Five bids were received and Clifford Power Systems, Inc. was identified as the lowest bidder, meeting all qualifications. Fleet recommends approval of a contract with Clifford Power Systems, Inc. of Tulsa, OK off their Bid 19-58 submittal. BUDGET/STAFF IMPACT: Sufficient funds are budgeted in Contract Services for this contract on an annual basis. Attachments: Contract with Clifford Power Systems, Inc. Bid 19-58 submittal from Clifford Power Systems, Inc. Bid tab, Bid 19-58 Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 CITY OF FAYETTEVILLE ARKANSAS Cm/ of Foyer wie AR 1301 '9-5A C,enerator Mamlenance Contract vervlo( CllfkNd Prrrrer Systema, Inc This contract executed this It— day of �' , 20aObetween the City of Fayetteville, Arkansas, and Clifford Power Systems, Inc, in consideration o e mutual covenants contained herein, the parties agree as follows: Clifford Power Systems, Inc. agrees to provide generator preventative maintenance, service, testing, and repairs, as necessary, to complete Bid 19-58 as stated in the Clifford Power Systems, Inc, bid proposal; and in accordance with specifications attached hereto and made a part hereof Bid 19-58 and this contract. 2. The City of Fayetteville shall pay Clifford Power Systems, Inc. based on their bid proposal for stated commitments. 3. The contract documents comprise of the contract between the City of Fayetteville and Cfifford Power Systems, Inc., and the following documents attached hereto, and made a part hereof: A. Bid form identified as Invitation to Bid 19-58, with the specifications and conditions typed thereon and including Clifford Power Systems, Inc, bid proposal. 4. These contract documents constitute the entire agreement between the City of Fayetteville and Clifford Power Systems, Inc. and may be modified only by a duly executed written instrument signed by both parties. 5. Clifford Power Systems, Inc. shall not assign its duties under the terms of this agreement. t 6. Clifford Power Systems, Inc. agrees to hold the City of Fayetteville harmless and Indemnify the City of Fayetteville, against any and all claims for property damage, personal Injury or death, arising from Clifford Power Systems, Inc, performance of this contract. This clause shall not in any form or manner be construed to waive that tort immunity set forth under Arkansas Law, 7, Clifford Power Systems, Inc. shall furnish a certificate of insurance addressed to the City of Fayetteville, showing that they carry the following insurance which shall be maintained throughout the term of the contract. Workmen's Compensation Statutory Amount Comprehensive G,neral Automobile Insurance Bodily Injury Liability $500.000 for each person injured. $1,000,000 for each accident. Property Damage Liability $1,000,000 aggregate. The premiums for all insurance shall be paid Clifford Power Systems, Inc.. 8. Clifford Power Systems, Inc. shall also furnish proof of licensure as required by all local and state agencies. 9. This contract may be terminated by the City of Fayetteville or Cllfford Power Systems, Inc. with 30 days written notice. 10. This contract shall be in force for one (1) year and is automatically renewable for up to four (4) one-year periods. 11. L_iguidated Damages• NIA 12• EL99k=f Information Act• City of Fayetteville contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, Contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance. 13. Changes in Scope or Price• Changes, modifications, or amendments in scope, price, or fees to this Contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council n advance of the change iri scope, cost or fees. WITNESS OUR HANDS THIS�Lh DAY OF Rl)fd� ' 20;0 CLIFFORD POWER SYSTEMS, INC By: & N Signature i -t Y, Prilrited Contractor Name & Title ature) Company Secretary (Printed Name) Business Address ARKANSAS V P .sOJ _es �`ERK Tr �i ATTEST: (Signatur �.`,`i•.• G1T • RF9�'. O;••`rr✓ FA YE Kara Paxton, City Clerk '�� .)3: •r"= Irl LP 0 r! '��' • q NS • • �� • Sf N T, % o ak —w City, State & Zip Code �irrrr�r ��% Date Signed: �, Date Signed: _ 10a City of Fayetteville, Arkansas CITY OF Purchasing Division — Room 306 FAYETTEVILLE 113 W. Mountain Fayetteville, AR 72701 ARKANSAS Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 INVITATION TO BID: Bid 19-58, Generator Preventative Maintenance DEADLINE: Thursday November 21, 2019 before 2:00 PM, Local Time DELIVERY LOCATION: Room 306 --113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Les McGaugh, Imcgaugh@fayetteville-ar.gov DATE OF ISSUE AND ADVERTISEMENT: Monday November 04, 2019 INVITATION TO BID Bid 19-58, Generator Preventative Maintenance No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled with the name and address of the bidder. All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. n Name of Firm: - Y� 1/ i7/Y- � w5; A c, - Contact Contact Person: VAiv LLL, J Title: � V f C'C� �� 5 I ►,�� E -Mail: 1- Q J 24L C 0 Phone: Business Address:�� !V City: State: 01(/— Zip: 7q 1 7 Signature: Date: City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 1 of 19 City of Fayetteville Bid 19-58, Generator Preventative Maintenance Advertisement City of Fayetteville, Arkansas INVITATION TO BID Bid 19-58, Generator Preventative Maintenance The City is seeking bids from qualified vendors for providing preventative maintenance on City owned generators. All sealed bids are due by Thursday November 21, 2019 before 2:00 PM, Local Time. All bids are due before the time stated. Late bids shall not be accepted. City of Fayetteville reserves the right to deviate from the estimated purchase quantities. Bids will be opened and read aloud immediately following the stated deadline. Bid forms can be downloaded from the City's website at http://`favetteville-ar.gov/bids. All questions should be directed to Les McGaugh, (479)-575-8220, Imcgaugh@favetteville-ar.gov. The City reserves the right to reject any and all bids and to waive formalities deemed to be in the City's best interest. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. City of Fayetteville By: Les McGaugh, Purchasing Agent P: 479.575.8220 I m cga ugh @ fayettevi I l e -a r. gov TDD (Telecommunications Device for the Deaf): (479) 521-1316 Date of advertisement: 11/4/19 City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 2 of 19 GENERATOR INFORMATION BY LOCATION: Unit # 9029 Unit # 9041 Unk#9052 Unft # 9053 2001 Koller GM13666-GA8-715 60 RGZ 2000 Kohler 885-100 RZ 2003 Genemc 545-20 KW 2003 Generac 545 - 20 KW Location: Mt. Sequoyah Police Substation Location•. Police Station (Main) Location: Fire Station # 2 Location: Fire Station # 4 1170 E. Skyline Drive 100 W, Rock 708 N. Garland Ave 3385 Plainview Serial # 706367 Serial # 0677968 Serial # 2073732 Serial # 2073730 Unit # 9054 Unft # 9089 Unit # 9099 U nit # 9115 2003 Generac 545 — 20 KW 2004 Generac 715 - 50 KW 2007 Caterpillar GI25GI.1100125KW 2009 Generac 725 - 80 KW Location: Fire Station # 6 Locatiorc Fire Station # 7 Loca6orc Fleet Operations Location: City Hall 900 S. Hollywood 835 N, Ripple Road 1525 S. Happy Hollow Road 113 W. Mountain Street Serial # 2073137 Serial # 2078316 Serial # NGG00614 Serial # 2077476 Unit#9116 Unit#9117 Unit #9144 Unk#9145 2009 Generac QT13068GSNA -910 80 KW 2009 Generac OT08054GNSNA - 725 80 KW 2007 Generac OT150A 150 KW 2011 Generac 12913310100 80 KW Location: Fire SlationW 3 - f43 Location Fire Station# 5 Location[ Airport If Location: Fire Station # 1 (Central) �-t 1050 Happy Hollow Road 1,/ � , ` 2979 N, Crossover Road 317 W. Emle Lancaster Drive 303 W. Center Serial # 4876084 Serial # 4681065 Serial # 4876552 Serial # 2110045 Unit # 9150 Unit # 9151 Unk # 9152 U nit # 9209 2011 Kohler RFOZG -100 KW 2011 Cummins GGPA-7616899 30 KW 2011 Cummins GGPA-761899 1991 Generac 1201240 Single Phase 50 KW Location: Senior Center Location: Dinsmore Trail Substation Location: Hemlock Police Substation Location: Airport 945 S. College 3520 W. Dinsmore Trail 3450 N. Hemlock 349 W. Ernest Lancaster Dr. Unit B -S - Serial # 3013609 Serial # H110236910 Serial # H110236909 Serial # 2000626 Unit#OPC Unk#W1 Unk#W4 Unft#W13 2004Cummins DGDB-5696209-100 KW 1991Generac9lA01704-S-200KW 2000Generac 99A08235 -S-25 KW 2017Generac SD0030AG162.4D18HBYY3-30KIN Location: 2435 South Industrial Drive Location: 215 W, 24th Street Location: 1016 E. Ash Street Location:1589 First Tower (Goshen) Water and Sewers Water and Sewer's Water and Sewers Water and Sewer's Serial# K040714403 Spec R Serial#995922 Serial # 2053318 Serial# 3001387006 Unit# W14 Unft# W18 Unk# W20 Unft# W31 1998 Generac 97A06841 -S - 40 KW 1999 Generac 98A07186 -S -130 KW 2007 Generac M279340 -18 KW 2011 Volvo 500REOZVB - 500 KW Location; 17301 Lake Sequiyah Road Loca0on: 3788 Gulley Road Location: 3370 Coach Road LocaBorc 2903 Flagstone Circle Water and Sewers Water and Sewers Water and Sewers Water and Sewers Serial # 2038735 Serial # 2045581 Serial # 4900054 Serial # 1009477812 (2341516) City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 19 of 19 City of Fayetteville Bid 19-58, Generator Preventative Maintenance Bid Form THIS BID FORM CONTINUES ON THE NEXT PAGE. City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 3 of 19 Section A Section B Section C Total Annual Price per Generator Itarn Unit it Unit x*.;- Brand - KW AnnUBI ROG (Per unit} Lead Bank Raiii (Per UnIt'. Sarni -Annual jP&r UnItl 90_11� 20.; 1 "Ll:1N.- GM I I ii,..) f-z""z $ '�3 le I I/ Y�- tot) 105,0 Q r7 q A,0-0_ t2l q 3L r7 q YJ -0 L90 :3 (P � q K i g-0 0 Y L/ 0 & 9-S-0 )I ZL'.") 7Z- - ".'A' 9 3. q j CD vl'u 20.:tl 0- qqj; S 10 gy V_"o 10 1'. 725 3 '.;un, 1 07, 15 'A 1%'.Y z 2r-, 1 2(. 0':0 -.3 W -V 100K.., _Av-D 0T_ 11 11r.1 1j,1 t/ jf -d7 wo-of-S. r';F 1 V ju 17 kv V.., -i1 Z' :'.-,'wv;ylf: F ""V s 3k�_ S S CIV I F ' . *,,.1C'KVi -, '� (0 T- " , '9V-0 Sf I D TV I I 1'11 r.!,: I.'•.. 17. 4 J 205 f.C. S Q Lj 0 Il q Y -F I ;�X� 14 1 Q%A rwno.tr t :.:I -'I KN. jGVs 1':- Kr. qgo-%'2C ,L -4 2cf, I E; ,,:t..''.: ' ;)-,p ; 2. Total Annual Maintenance (S'jm of Totsts for Items 1-2-4): R;'!t! For rlos n.t:i nxc! S Total Overall Base Bid: "Tc -.s1 0-iersll ease Bid S -1 -sill be c9loul-sled as the Total Annual' Maintenance P� s Non- Scheduled Hourly Rate d -7/ _7,�Aj "Mileage fee for Non -Scheduled Service Calls: ;per mile THIS BID FORM CONTINUES ON THE NEXT PAGE. City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 3 of 19 EXECUTION OF BID - Actual specification of any deficient item shall be noted on the bid sheet or separate attachment. if specifications of item bid differ from provided literature, deviation shall be documented and certified by the manufacturer as a regular production option. Upon signing this Bid, the bidder certifies that: 1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms, standard conditions, and any pertinent information regarding the articles being bid on. 2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville. 3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as specified herein. 4. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein is accurate and true. 5. Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract, with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott Israel, the contractor must notify the contracted public entity in writing. 6. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment in addition to all federal, state, and local laws. 7. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. 1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain): 8. Bidder will perform the Work in compliance with all applicable trench safety standards set forth in Occupational Safety and Health Administration (OSHA) Part 1926 — Subpart P — Excavations. 9. As A bidder on this project, you are required to provide debarment/suspension certification indicating that you are in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. a. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 4 of 19 b. Your signature below certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. Unsigned bids will be rejected. Items marked * are mandatory for consideration. *NAME OF FIRM: (,. OA- A t.' I�t Purchase Order/Payments Aall be issued to this name *D/B/A or Corporation Name *BUSINESS ADDRESS: % 3 1 0 6 9 b *CITY: 1 UJ �� *STATE: VV_ *ZIP: 91q / 117 *PHONE: q1 6 - �p 7 - r- 3,f U FAX: eYl 1-` 3 U 0 0 -7q - *E-MAIL:�L11 *BY: (PF *AUTH( *TITLE: DUNS NUMBER: *TAX ID NUMBER: q t1 0 4' Acknowledge Addendums: Addendum No. Dated: Addendum No. Dated: Addendum No. Addendum No. Dated: CAGE NUMBER: Acknowledged by: Acknowledged by: Acknowledged by: Dated: Acknowledged by: City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 5 of 19 City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 6 of 19 City of Fayetteville Bid 19-58, Generator Preventative Maintenance General Terms and Conditions 1. SUBMISSION OF BID & BID EVALUATION: a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this document. b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division. c. Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. d. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at 479.575.8220 to ensure correct receipt of bidding documents erior to opening time and date listed on the bid form. e. Bidders shall have experience in providing products and/or services of the same or similar nature. f. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its response to the bid. Failure to do so may lead the City to declare any such term non- negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. g. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before the time as shown by the atomic clock located in the Purchasing Division Office. h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City reserves the right to award bids in their entirety, none, or by line item. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 7 of 19 4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest of the City. b. The City of Fayetteville reserves the right to accept or reject any or all bids. c. The City of Fayetteville reserves the right to cancel the entire bid. d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the invitation to bid or in bids submitted. e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or data without changing the terms of the bid. 5. COSTS INCURRED BY BIDDERS: All expenses involved with the preparation and submission of bids to the City, or any work performed in connection therewith, shall be borne solely by the bidder(s). No payment will be made for any responses received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement. 6. CONFLICT OF INTEREST: a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract with the City". b. All bidders shall promptly notify Les McGaugh, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the bidder's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the bidder may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the bidder. The City agrees to communicate with the bidder its opinion via e-mail or first-class mail within thirty days of receipt of notification. 7. WITHDRAWL OF PROPOSAL: A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the Purchasing Division. 8. LATE PROPOSAL OR MODIFICATIONS: Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Division at (479) S7S-8220 to insure receipt of their submittal documents prior to opening time and date listed. 9. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 8 of 19 and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises, 10. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. 11. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that his or her bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 12. RIGHT TO AUDIT FOIA AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law applying to the case. 13. CITY INDEMNIFICATION: The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City. 14. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for bid apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to submitting a proposal on this requirement. City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 9 of 19 15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 16. PROCUREMENT POLICY FOR RECYCLED MATERIALS: The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual obligations to the City and that such practices will serve as a model for other public entities and private sector companies. 17. PAYMENTS AND INVOICING: The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest, fees, or penalty for untimely payments. Payments can be processed through bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually performed by the bidder would not justify such fee. The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made within 30 days of accepted invoice. 18. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for anew fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. 19. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a bidder intends to subcontract a portion of this work, the bidder shall disclose such intent in the bid submitted as a result of this bid. City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 10 of 19 In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the bid, without exception shall constitute approval for purpose of this Agreement. 20. NON-EXCLUSIVE CONTRACT: Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item. 21. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/propose r's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 22. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this bid from the bidder. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 23. ADD OR DELETE LOCATIONS OR SERVICES: The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms, conditions, and specifications. 24. INTEGRITY OF BID DOCUMENTS: Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Bidders may use an attachment as an addendum to the bid form(s) if sufficient space is not available on the original form for the bidder to enter a complete response. Any modifications or alterations to the original documents by the bidder, whether intentional or otherwise, City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 11 of 19 will constitute grounds for rejection of such response. Any such modifications or alterations a bidder wishes to propose shall be clearly stated in the bidder's response and presented in the form of an addendum to the original bid documents. 25. OTHER GENERAL CONDITIONS: Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. b. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products and services presented. Sales taxshall not be included in the bid price. Applicable Arkansas sales tax laws will apply when necessary but will not be considered in award of this project. c. Each bidder should state the anticipated number of days from the date of receipt of an order for delivery of services to the City of Fayetteville. d. Bidders must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the bidder. e. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the bidder's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. g. If products, components, or services other than those described in this bid document are proposed, the bidder must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. NOTE: Any uncertainties shall be brought to the attention to Les McGaugh immediately via telephone (479.575.8220) or e-mail (Imcgaueh@fayetteville-ar. ov), It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Les McGaugh, City of Fayetteville, Purchasing Agent via e-mail (Imcgaugh@fayetteville-ar.gov) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. j. Any information provided herein is intended to assist the bidder in the preparation of proposals necessary to properly respond to this bid. The bid is designed to provide qualified Proposers with City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 12 of 19 sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a bid's content or to exclude any relevant or essential data. k. Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. The successful bidder shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful bidder assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful bidder shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. m. The successful bidder's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful bidder shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville. 26. INVOICING: All invoices shall be presented to the City with the minimum information listed below. a. City Department that ordered the materials or services b. Order Date c. Delivery date or the date of services d. Name of the City Employee that requested or picked up the goods, materials, or service e. Bid Number that applies to the purchase and invoices. Amounts in the bid shall match invoicing. 27. ATTACHMENTS TO BID DOCUMENTS: N/A City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 13 of 19 City of Fayetteville Bid 19-58, Generator Preventative Maintenance Technical Specification 1. GENERAL 1.1 All services(s) bid shall meet or exceed the minimum requirements or they shall be deemed incomplete and will not be considered for bid award. All specifications written are to minimums. unless otherwise noted. 1.2 The purpose of this bid is to secure services for generator maintenance and services at locations listed and described herein. This project consists of furnishing all materials, equipment, labor and transportation as necessary. 1.3 The City of Fayetteville requires to have priority status in an emergency or disaster situation in orderto keep necessary services available to its citizens. This into insure available powerto our fueling, dispatch, and repair facilities which will be used to keep emergency equipment and vehicles in thefield. 1.4 Documented copies of maintenance preformed and load test results per unit shall be submitted to the City accompanying the service invoices. The reports shall include the following: The date of service and City Unit Number ii. Identification of the servicing personnel iii. Testing results of any repair for the time as recommended by the manufacturer iv. Notation of any unsatisfactory condition and the corrective action taken, including parts replaced 1.5 Pricing bid shall be inclusive of all services, mileage, fuel charges, shipping and warranty, bid pricing shall NOT include sales tax. Sales tax will apply to this project but will not be considered for bid evaluation. 1,6 Non-scheduled service calls shall be scheduled through the Fleet Operations Division atthe pricing presented in the bid. nn 0V 1.7 Mileage for non-scheduled service calls shall be billed at $ o(,. per mile from Bidder's closest location to 1525 5. Happy Hollow Road, Fayetteville, AR 72701, regardless of actual generator location within the City of Fayetteville. 1.8 Additional mileage fees, additional fuel surcharges, or any other additional fee or cost shall not be paid on line items 1-24 for annual maintenance, semi- annual maintenance, load testing. Bidder shall include all applicable charges in with the rates presented in the bid forms. City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 14 of 19 1.9 The bid shall be awarded all ornone. 1.10 A list of a minimum of 10 current customers currently serviced by your company shall be included with this bid packet. 1.11 All technicians shall meet state and city certifications. The City requires documentation for all technicians demonstrating their ability to perform maintenance. 1.12 A one-year warranty shall apply on all services and parts. *All parts used are covered under the manufacturer's published warranty guidelines.* 113 Preventative maintenance calls shall be scheduled and completed within normal business hours of Monday through Friday Sam to 5pm by contacting City of Fayetteville Fleet Operations Division at 479.444,3496. 1.14 Contractor shall be able to respond for non-scheduled and emergency services twenty-four (24) hours a day, seven (7) days a week including all holidays and be able to respond to emergency calls during a natural disaster or unusual circumstance within a maximum of four (4) hours. 1.15 Contractor shall meet all EPA and OSHA regulations for the handling and disposal of all fluids and filters, including coolants and oil. 1.16 All replacement parts shall be new unused and equal to current parts on units. 1.17 Contractor shall supply the City of Fayetteville with a current copy of their Certificate of Liability and Worker's Compensation coverage. 2. SCHEDULED SERVICE 2.1 Pricing Section A: Annual inspection, including oil change and maintenance and annual testing of transfer switch. First annual inspection shall occur within October of each year. 2.2 Pricing Section B: Annual load bank test to determine generator health and reliability. Shall be performed the same time as Annual Inspection in October. 2.3 Pricing Section C: Semi-annual inspection shall be performed within April of each year. 3. TECHNICAL SPECIFICATIONS City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 15 of 19 3.1 Pricing Section A: Annual Preventative Maintenance: October of Each Year a. Start, run, and test unit b. Test battery(s) for age, condition, and charging functions; cleaning connections as needed c. Test antifreeze; add as needed d. Preform start draw test and record e. Change oil f. Change filters: fuel, water, and oil g. Check all safety and alarm signals h. Check all gauges for proper operations I.— Check for leaks; water pump, j. Check coolant heater for proper operation k. Check exhaust system (from turbocharger to rain cap) 1. Inspect fuel system, including: hoses, valves, and fittings; repair as necessary M.— Inspect governor; adjust as needed n. Inspect the condition of all belts; adjust and replace as needed o. Inspect secondary ignition system; wires, caps, plugs, etc. p. Inspect air intake hoses and connectors q. Inspect duct work Clean louvers r. Clean and inspect pre -cleaner s. Clean and inspect cooling system; hoses, radiator cap, and connections t. Verify that any tank vents or overflow piping are unobstructed u. Tighten control and power wiring connections v. Top off all fluids aa. Transfer Switch Operational Annual Maintenance -Perform transfer test -Test for evidence of overheating -Test for excessive erosion -Clean and inspect all wiring and connectors City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 16 of 19 3.2 Pricine Section B: Preform Load Bank Test for a minimum of two (2) hours under rated load specific to unit. *Report must be submitted with annual maintenance report* -Auto Start/Stop -Record loaded voltage, VAC -Record loaded frequency, Hz -Record loaded amperage, AMP -Record no load voltage, VAC -Record no load frequency, Hz -Record no load amperage, AMP 3.3 Pricine.Section C: Semi -Annual Preventative Maintenance: April of each year All servicing inspections performed during the annual preventative maintenance in October will be repeated for the semi-annual maintenance in April, less the transfer switch testing and oil and filter changes, unless needed, during the semi-annual maintenance. 4. PRICING FOR LINE 25: a. Quantities present within this line is an estimate only based on the anticipated amounts of work which could occur within a calendar year. This quantity is not guaranteed. The City will pay the Contractor base on the unit pricing bid and actual quantities. 5. NON-SCHEDULED SERVICE s.1 A non-scheduled service shall be defined as any service not covered by the bid or done while in the process of scheduled preventative maintenance. a. Also includes services that are performed in conjunction with preventative maintenance such as battery replacement or engine heater while on site for scheduled services. Mileage shall be charged ONLY if parts are needed and not available locally requiring a second trip for completion of the repair. A separate invoice will need to be provided alongside the preventative maintenance invoice to recover the additional costs. b. Contractor shall be called upon for service on non -starting unit or a unit that has an alarm or trouble code. City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 17 of 19 6. DELIVERY/DOCUMENTATION 6.1 All maintenance and repairs are to be scheduled and billed through the City's Fleet Operations Division, located at 1525 S. Happy Hollow Road, Fayetteville, AR 72701 /479.444.3496, for compliance review and final acceptance of all units containing 4 digit unit numbers (shown below in blue). 6.2 All maintenance and repairs are to be scheduled and billed to Aaron Watkins by email or phone; jwatkins@fayetteville-ar.gov/479.575.8203, for compliance review and final acceptance of all units containing 2-3 digit unit numbers (shown below in gray). 7 PRICE INCREASES 7.1 All price increases shall be backed with documentation showing the price increase received from suppliers and shall be approved by the City of Fayetteville Purchasing Department priorto being billed. Bidder guarantees against increases in quoted price for one contractual year. 7.2 A secondary Bidder may be awarded a contract in case of quality and/or timely service issues arise from the primary Contractor. 7.3 Contract length shall be valid for one (1) year with four (4) yearly automatic renewable options thereafter. 7.4 This contract may be terminated by either party with a thirty (30) day written notice without penalty. City of Fayetteville, AR Bid 19-58, Generator Preventative Maintenance Page 18 of 19 CUFFORD POWER Customer References: 1) Cancer Treatment Centers of America 2) Bank of Oklahoma (All properties) 3) Central Arkansas Nursing Centers (All properties) 4) TV Guide (Macrovision) 5) TIVO Corp 6) City of Bentonville 7) Mercy Medical (6 Hospitals) 8) Hillcrest Health Systems 9) United State Army Ammunition Centers 10) Home Depot 11) Cherokee Nation Entertainment (all properties) 12) Creek Nation (all properties) 13) Reasor's Grocery (all properties) 14) Harps Food Stores 15) University of Texas —San Antonio (all properties) 16) Cross Telephone/Cross Wireless 17) SBA Communications 18) University of Arkansas Research (AREON) 19) Plains All American Pipeline 20) Magellan Midstream 9310 E41s1 46th Street North • "Tulsa, Oklalnnna 74117 MAII.:W IIOX51111107 - '1'l ll.%A. OK LAI IONIA 74117 1 PI IONS: O 19,1010Mh • NINI]]40M6 1 )AX:800,116X6514 1 WEII:(9,IPPORIVOWER.COM GENERATOR: Sales, Service. Rental. Parts ffirmmmu CLIFFORD POWER INKMEW the W--r of depe-babffity' Service Department - Current Customer Rates Standard Customer Rates: Hourly Labor Rates Mileage Rates 4 -hour minimum call -out Preferred Customer Rates: Hourly Labor Rates Mileage Rates Regular -Time 8:OOAM-5:OOPM Monday -Friday $145.00 $2.50 N/A Over -Time After Regular Hours Monday -Saturday $217.50 $2.50 Double -Time All Hours Sunday or Holiday* $ 290.00 $2.50 $1,160.00 (Must have an active Planned Maintenance Agreement) $125.00 $187.50 $250.00 $2.00 $2.00 $2.00 4 -hour minimum call -out N/A $750.00 $1,000.00 *Clifford Power observes the following Major Holidays: New Year's Day, Memorial Day, Labor Day, Thanksgiving Day & the day after, Christmas Eve, Christmas Day, and New Year's Eve. 1-800-324-0066 (Service — 24 hours a day, 7 days a week) Clifford Power is committed to be the preferred leader in the power generation industry. We will fulfill this mission by providing our customers with service above and beyond their expectations. Rev. 4-11-2019 CITY OF FAV ETTEVILLE ARKANSAS Bid 19-58, Generator Preventative Maintenance and Repair omnaleldTanmmAn IamsD.amn.wm 81d No,1958 wN a 4a.mnM+'m::: o.2Du Oate 1121.7019 weed l]ue ]fw A'.0 Tim, 2OODM W -1.1 -- MC (UMa•1NGSSOU01)RN NI4V5 IMC]IL— IgvTntrS](MS.Wc IAP=S-MWlls.11C •NO)IQ Be arrro n(mlKem vum vmam meelK mmnum)m+Nirmurf a,e bmlal,uJl:mvYm Dr UrdlYux • a.ana 4W V4 _ amml4l•� f4�( IMmW A]wY rV. WJ A aIY W�Ib N fln.. Hnwn O: LUr Gwl 1q.w4 Ser]Iot4 }nm< Itmm� r..lY wlart t.Yo4 1ncn�Y Inca aart f]+•n +v,el YUY 1l,a Bmt GrYan:a, p].MW sr .awY. 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Scheduled NOJtriv Batu $ 27,724.00 $ ' 35,406.00 $ _ 29,777.43 $ - - - 33,869.00 $ 27,995.00 ••fn�leam fmlm non.SA+DGvled Semi[t 4Ba: )LO Der mNe•• S IGT Der—to 100 rtvmOt••_ _ S )a5 Mmse•• )W MmNt•• •NO)IQ Be arrro n(mlKem vum vmam meelK mmnum)m+Nirmurf a,e bmlal,uJl:mvYm Dr UrdlYux Unit 9304, 2021 Caterpillar G80F3 Generator City of Fayetteville Staff Review Form 2022-0347 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Les McGaugh 4/12/2022 FLEET OPERATIONS (770) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends the Mayor execute an agreement adding Unit 9304, a 2021 Caterpillar G80F3 Generator, to the existing Preventative Maintenance Agreement with Clifford Power Systems, Inc. per Resolution 49-20. Budget Impact: 9700.770.1910-5315.00 Shop Account Number Fund NA NA Project Number Project Title Budgeted Item? Yes Current Budget $ 267,600.00 Funds Obligated $ 97,984.80 Current Balance $ 169,615.20 Does item have a cost? Yes Item Cost $ 612.00 Budget Adjustment Attached? No Budget Adjustment $ - Remaining Budget I $ 169,003.20 V20210527 Purchase Order Number: Previous Ordinance or Resolution # 49-20 Change Order Number: Original Contract Number: Comments: Approval Date: 4-15-22 CITY OF FAYETTEVILLE ARKANSAS TO: Lioneld Jordan, Mayor THRU: Terry Gulley, Transportation Director FROM: Les McGaugh, Fleet Support Manager DATE: April 12, 2022 STAFF MEMO SUBJECT: Add New Police Dispatch Generator to existing Maintenance Contract RECOMMENDATION: Staff recommends the Mayor execute the agreement adding Unit 9304, a 2021 Caterpillar G80F3 Generator, to the existing Preventative Maintenance Agreement with Clifford Power Systems, Inc. per Resolution 49-20. BACKGROUND: Fleet Services has an existing contract with Clifford Power Systems, Inc. of Tulsa for annual services and repairs as awarded by Council in response to their submittal for Bid 19-58. DISCUSSION: The City replaced a generator, Unit # 9029, that was listed on the original bid. Fleet recommends adding this item to the Maintenance Contract BUDGET/STAFF IMPACT: Sufficient Funds are budgeted in Contract Services for this expense. Attachments: Planned Maintenance (PM) Agreement Resolution: 49-20 Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 C3CLIFFORD POWER PLANNED MAINTENANCE (PM) AGREEMENT Itrfxa ' err&T—tram Clifford Power Systems 19310 E 46th St North I Tulsa, OK 174117 Clifford Power Systems, Inc. ("CPS") agrees to provide City of Fayettevillle ("Customer"), and Customer agrees to accept and pay for parts and service necessary to perform periodic Planned Maintenance ("PM") of ("Equipment"). Customer Address: 100 West Rock Street -City: Fayetteville State: AR : Zip: 72701 YR 1 - $612.00 YR 2 - $612.00 YR 3 - $612 EQUIPMENT & LOCATION INFORMATION !Location Name jGeneratorMake IModelNumber Sertal Number kW Additional Info d Mt Sequoyah Police Department CATERPILLAR DG60-2 CATODG60CT37 60 This proposal will be effective for 30 days and will expire ( 5/5/2022 This agreement will be in accordance to the following terms and conditions, for a period of ' 3 year(s). Coverage Dates 10101/2022 — 09/3012026 In consideration of the agreements herein contained: 1. Customer agrees to: Remit Amount of $612.00 for the first year of Planned Maintenance and any additional services, please refer to the payment schedule above for additional years. Customer agrees to make payment upon receipt of invoice. 2. CPS agrees to: Perform all Preventative Maintenance inspections on a Semi -Annually basis, additional services will be performed in the frequency described in the Optional PM Service Section below. Work is to be performed during regular business hours 8:00AM to 5:OOPM Monday through Friday. Customer will receive a copy of CPS maintenance inspection report with all applicable areas filled out by the service technician. CPS shall also report any noted problems with Equipment and recommended courses of corrective action to the Customer. - CPS will perform normal maintenance on Equipment including oil and filter changes, visits include our standard 99 point inspections and equipment test. INCLUDED PM ITEMS A. Oil change once per year. B. Oil filter change at time of oil change C. Fuel filter change (d applicable) once per year D. Oil analysis will be done (by outside laboratory) at time of oil change E. Coolant maintenance as necessary. Includes testing for freeze point & inhibitor levels. Conditioners added as needed. OPTIONAL PM SERVICE & APPLICABLE CHARGES F. Perform (2) hour Load Bank Test at time of PM visit on (1) unit. G. Perform annual al coolant _sample on (1) unit. $ 497 cast Accept Decline $ 69_ IIIIIIIIIIIIIIIIIAccept Decline as a nn�aM alai APPmP ieUm—PorTo<re� eaiA w, ..um 3. Customer also authorizes: CPS to perform repairs deemed necessary for proper operation of the standby power system at time of inspection. The cost of repairs shall not exceed ; ($750 recommended) without customer authorization, and shall he documented on the inspection report. Repairs estimated to exceed this amount will be referred to the Customer for action and additional authorization. Cost for additional repairs will be invoiced separately at CPS prevailing labor rates plus parts costs and prevailing mileage rates (if additional trips are required). 4. Customer also authorizes: CPS to perform a Diesel Fuel Top Off Service for an amount not to exceed _ NA : ($700 recommended) without customer authorization. This service shall be documented on the inspection report. Cost for fuel service will be invoiced separately at CPS prevailing labor and fuel rates. Service Trucks are capable of providing up to 100 gallons, ff approved pricing covers costs. S. CPS warrants its work: For a period of 30; days from the date of service. This warranty is limited to failure as a result of workmanship and does not include failures resulting from improper or unauthorized installation, misuse, negligence, accident, over -loading, over -speeding, repairs made by someone other than CPS, fire, Flood, vandalism, theft or any other acts beyond the control of CPS, while under agreement. 6. Failures of new parts installed by CPS Failure of any new parts installed by CPS during the course of maintenance service shall be covered by the manufacturer's warranty of said parts. 7. Renewal: This agreement will automatically renew annually unless cancelled per paragraph 8. 8. This agreement may be cancelled by either party With a 66, day written notification. 9. Registration/Training Fees: If Buyer requires Seller to register with an entity, or incur additional costs such as licensing or training training specific to the servicing requirements of Buyer's account, then Buyer agrees to reimburse Seller all costs affiliated with these fees. Costs include direct fees for registration plus 20 % for Seller's administration. 10. Limitation of Liability: Clifford Power System, Inc.'s liability under this agreement, if any, shall be limited to the contract amount of this agreement In no event shall CPS be liable for any consequential, incidental or exemplary damages, including, but not limited to, loss of profits or down time. Clifford Power Systems and Customer have agreed to the above this day. By --- some*- Wia� I Date: 4/42022 Al " , Date: 4-15-22' T.I., OK Okiah—oty, OK lkee Rock, AR Manceaid,TX Garland, TX L..&i .TK A—in,7X San Anfenle, Tx K.City, MO Heurtan,T (913) 836A066 (405) 44"201 (5011907.5384 1817) 64M5 (81716 55 1903) 291-8305 (512) 4776937 (230) 3334377 1913) 312-2031 1346) 9WG 266 Op FAY ET)f ,��RK►•�p,AS 113 West Mountain Street Fayetteville, AR 72701 (479) 576-8323 Resolution: 49-20 File Number: 2020-0051 BID #19-58 CLIFFORD POWER SYSTEMS, INC: A RESOLUTION TO AWARD BID #19-58 AND AUTHORIZE A GENERATOR MAINTENANCE CONTRACT WITH CLIFFORD POWER SYSTEMS, INC. FOR A TERM OF ONE YEAR WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE YEAR TERMS IN THE ANNUAL AMOUNT OF $27,724.00, PLUS THE COSTS OF ANY NON-SCHEDULED SERVICE CALLS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, i ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #19-58 and authorizes Mayor Jordan to sign a Generator Maintenance Contract with Clifford Power Systems, Inc. for a term of one year with automatic renewals for up to four additional one year terms in the annual amount of $27,724.00, plus the costs of any non-scheduled service calls as established in the contract. PASSED and APPROVED on 2/4/2020 Page 1 Attest: �� .•' •GAT Y AYE7TEVILLE : �x)= Kara Paxton, City Clerk Treasure, �-v 9,p 5 • . CO Printed on 2/6/20