Two-Year Maintenance Agreement for All Chesterfield Generators - Chesterfield Township ITB-CB-2016-001

Chesterfield Township » ITB-CB-2016-001

The information below is a summary of solicitation number ITB-CB-2016-001 posted by Chesterfield Township.  As a reminder, this solicitation is closed and responses are no longer being accepted.

Two-Year Maintenance Agreement for All Chesterfield Generators

Date Issued: 03/03/2016

Deadline: 04/06/2016  prior to 10:00 AM   E.D.T.

Requisition Number:

Delivery Point: Chesterfield Township, MI

Delivery Date: N/A

Type of Purchase: Term: 5/1/2016 to 4/30/2018

Construction Related: No

Type of Response Allowed: Hard Copy Only

Issuing Agency: Chesterfield Township

Using Department: DPW

Special Notices: All or None Award
Insurance Required
Semiannual payments

ACCEPTING VENDOR QUESTIONS:

Due Date: 3/30/2016 12:00:00 PM E.D.T.

Primary Contact Name: Mr. Kevin  Johnson

Title: DPW Assistant Superintendent

Email: kjohnson@chesterfieldtwp.org

SUMMARY OF SPECIFICATIONS:

NOTICE OFFER TO RECEIVE BID FOR THE CHARTER TOWNSHIP OF CHESTERFIELD Two-Year Maintenance Agreement on All Township Generators May 1, 2016 – April 31, 2018 Sealed bids will be received by the Charter Township of Chesterfield at the office of the Township Clerk, 47275 Sugarbush Road, Chesterfield, Michigan, 48047 until 10:00 a.m. local time April 6, 2016. The bids will be publicly opened and read aloud at 10:15 a.m. on the same day. 1. SUBMISSION AND RECEIPT OF BIDS Bids to receive consideration shall be received prior to the specified deadline time. NO LATE BIDS WILL BE ACCEPTED. Bids are considered received when in the possession of the Chesterfield Township Clerk’s Office. All bids must be labeled Two-Year Maintenance Agreement – All Township Generators. Bids must be sealed when submitted. Bids must be typewritten or printed in ink and legibly prepared. Bids having erasures or corrections thereon may be rejected unless explained or initialed by bidder. Bids shall be mailed or delivered to the Township Clerk’s Office before the stated deadline. NO FAXED OR E-MAILED BIDS WILL BE ACCEPTED. 2. ADDITIONAL BID INFORMATION Unless otherwise specified, the Township reserves the right to accept any item in the bids. Bidders may submit on any item or group of items, provided however, that the unit prices are shown as required. It is the vendor’s responsibility to acquire knowledge of any change, modifications or additions to the bid documents. Any vendor who submits a bid and later claims it had no knowledge of any change, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, shall be bound by the bid, including any changes, modifications or additions made by the Charter Township of Chesterfield to the bid specifications, and that vendor fails to accept the bid award, the Charter Township of Chesterfield may pursue costs and expenses to re-bid the item from that vendor. The Charter Township of Chesterfield officially distributes bid documents from the Township Clerk’s Office upon request or through the MITN website. Only those vendors who obtain bid documents from the Township Clerk’s Office or through the MITN website are guaranteed access to receive addendum information, if such information is issued that is not in the original bid documents. Each change or addendum issued in relation to this bid will be on file in the Township Clerk’s Office. It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued, unless the addendum is contained in the original bid documents. 3. SPECIFICATIONS The bidder, if awarded the contract, will be required to furnish the particular item(s) referred to in the specifications or description unless departure or substitution is clearly noted and described in the bid  The Charter Township of Chesterfield reserves the right to determine if equipment/product or service being bid is equal to the specified equipment/product or service requested. 4. ALTERNATE BIDS Bidders are cautioned that any alternate bid, unless requested by the Township, or any changes, insertions, or omissions to the terms and conditions, specifications, or any other requirements of this bid, may be considered non-responsive and in the opinion of the Township, may result in rejection of the bid. 5. PRICING Prices shall be stated in units of quantity specified in the bid document. In case of a discrepancy in computing the amount of the bid, the unit price bid will govern. 6. QUANTITIES All quantities stated, unless indicated otherwise, are estimates and the Township reserves the right to increase or decrease the quantity at the unit price bid as best fits it need. In addition, the Township reserves the right to make future purchases at the unit price submitted for all Township departments, including the Police Department and Fire Department. 7. DELIVERY Bids shall include all charges for delivery, packing, crating, etc. All deliveries will be FOB: Delivered. General delivery hours are 8:00 a.m. to 4:00 p.m Monday-Friday. 8. TAXES, TERMS AND CONDITIONS The Charter Township of Chesterfield is exempt from Federal Excise, State Sales Tax and Personal Property Tax. The Township’s tax I.D. number is 38-6006891. 9. AWARD The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the Township, with price and other factors considered. The Charter Township of Chesterfield reserves the right to accept any bid, to reject any or all bids, or waive irregularities in any bid in the best interest of the Township.  Bidders may submit bids on any item or groups of items provided unit prices are clearly shown and a notation is made on the bid document clearly indicating bidder’s intent. 10. WITHDRAWALS OF BIDS Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline. No bid may be withdrawn for at least 90 days after bid opening. In case of error by the bidder in making up a bid, the Township may, by discretion, reject such a bid upon presentation of a letter by the bidder which sets forth the error, the cause thereof and sufficient evidence to substantiate the claim.  11. DEFAULT CONDITIONS In case of default by the contractor, the Charter Township of Chesterfield may procure the articles or services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to a Contract, the Township may, by discretion upon presentation of a written explanation by the bidder substantiating the error, reject the Contract and award to the next qualified bidder. Such error may be subject to default conditions. 12. INFRINGEMENTS AND INDEMNIFICATIONS The bidder, if awarded a contract, agrees to protect, defend and save the Township and herein, its officials, employees, departments, and agents, harmless against; any demand for payment for the use of any patented material, process, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract; and from suits or a charge of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by the parties by or from any of the facts of the contractor, the contractor’s employees, or agents; from all liability claims, demands, judgments and expenses to persons or property occasioned, wholly, or in part, by the acts or omissions of the bidder, contractor, agents or employee. 13. INSURANCE (REQUIRED FOR WORK ON OR WITHIN TOWNSHIP PROPER/FACILITIES) • Certificate of General Liability Insurance - $5,000,000 preferred, but no less than $3,000,000 • Certificate of Workers Compensation – $1,000,000 14. GENERAL INFORMATION • Invoice and billings shall be divided into five categories: o General Fund o Police Department o Fire Department o Bay Harbor o Department of Public Works • All invoices shall be sent to: Chesterfield Township Department of Public Works 52216 Sierra Drive Chesterfield, MI 48047 • Payments will be made semiannually after services are performed on all generators. 15. INSTALLATION None  16. SPECIFICATIONS AND PRICING The following is requested by Chesterfield Township: • Two inspections per year, with the inspections being six months apart. • One standard 2-hour load bank test required once per year. • General maintenance required once per year on all generators that includes: • Oil change • Replacement of all filters (air; oil; fuel, if diesel) • Check and clean water separator. • Maintain drainage of exhaust line. • Check batteries for charging level, electrolyte, specific gravity, and connections at post. • Check coolant level and reservoir, hoses, for leaks, cold weather heating system, and engine heater, test anti-freeze for setting.  • Check and adjust all belts, gauges, alternator charging rates, solenoids, sensors, warning lights, emergency shut down functions, and governor settings. • Check generator output voltage, transfer switches, fuses, gauges, indicator operations, system operation without load, system operation with load, and output voltage; set if necessary. • Report shall be given to the Department of Public works in writing regarding findings and suggest additional service required. Township Owned Generators General Offices Description: Main generator for building Location: Outside storage behind building Address: 47275 Sugarbush Make: Kohler Model: 650REOZDB Serial Number: 2081258 Fuel: Diesel Police Department Description: Main generator for building Location: Outside fence storage area behind building Address: 46525 Continental Drive Make: Michigan CAT Model: 3306 Serial Number: 250KW  Fuel: Diesel Fire Department Description: Station #1 main generator for building Location: Inside building – storage room Address: 26001 22 Mile Road Make: Kohler Model: 45RZB2 Serial Number: 325654  Fuel: Natural Gas Description: Station #2 main generator for building Location: Outside storage behind building Address: 48475 Jefferson Make: Onan Model: 60.0GGHE-5754211 Serial Number: C060896495 Fuel: Natural Gas Description: Station #3 main generator for building Location: Outside storage side of building behind wall Address: 33991 23 Mile Make: Michigan CAT Model: 3306 Serial Number: 250KW Fuel: Diesel  General Maintenance Yard Description: Main generator for building Location: Outside fence storage area between buildings Address: 50177 N. Gratiot 

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