Okaloosa County BOCC — March 1, 2016 — essi final — reading text

CONTRACT CLOSE-OUT CHECKLIST (To Be Prepared by the Purchasing Services Coordinator) DATE: February 17, 2016 10: Confracts & Grants Manager, Finance Department Contracis & Granis Office SUBJECT: Contract No. C09-1752-FM MANAGING DEPARTMENT: Facility Maintenance CONTRACTOR'S NAME: Emergency System Services PROJECT TITLE: Generator Maintenance The attached has met the final payment coniract requirement in subject contract. Yes No 1. Final Invoice X O 2 Completed Contract/Lease Payment Approval Form X 3 Close-Out Documents Yes No N/A a. Signed Release of Lien O O X b. Proof of Completion Advertisement OJ Ul X c. Certificate of Insurance ] ] X d. Consent of Surety to Final Payment ] ] X e. Proof of Performance/Payment Bond | ] = Continuation 12 Months Following Final Payment < = o es X O 4, Agenda Request 5 Remarks 217V Purchasing Services Coaeifrdtor DATE CONTRACT/LEASE PAYMENT APPROVAL FORM COMPLETE AND FORWARD TO THE NEXT DEPARTMENT = COMPLETED BY DEPARTMENT paTE: 02/23/2016 VENDOR NAME: Emergency Systems Services, InC vENDOR #: 015440 CONTRACT/LEASE#: C09-1752-FM TASK COUNTY/FEMA VENDOR BUDGET INVOICE # ORDER # PROJECT # DEPARTMENT #| ACCOUNT# AMOUNT"$ (If Applicable) (If Applicable) 214618 0112 546620 $192.49 214362 0112 546620 $175.01 TOTAL $ 367.50 APPROVED FOR PROGRESS PAYMENT (please sign. as applicable and date) CONTRACTOR'S ENGINEER/ARCHITECT/PROJECT MANAGER: / N DATE: COUNTY SUPERVISOR/PROJECT MANAGER: Jarf)?S\DUko » f,,UU_Zp/ DEPARTMENT DIRECTOR: Jason Autrey Y, : , & : - contracts & araNT MANAGER: (131, Enti Ko Wil B. Eulboks d COUNTY ADMINISTRATOR: DATE: (Payments=>$25,000.) [: =1 FINAL PAYMENT FINAL PAYMENT YESNOD (If "Yes", forward to Purchasing Services Coordinator for Close-Out) DATE: 2/23//6 PURCHASING DIRECTOR: ¢ / (Per Initial Agreement) 3 \ DATE: /rl/ 24 [l CONTRACTS & GRANTS MANAGER: B, Eubrinbs A (All Contracts) DATE: Mé COUNTY ADMINISTRATOR APPROVAL: ! F (Per Initial Agreement) DATE: _____ BOARD APPROVAL: (Per Initial Agreeine:t) 4 COMPLETED BY FINANCE - ACCOUNTS PAYABLE ONLY FISCAL YEAR: DATE RECEIVED: REVIEWD BY: EMERGENCY SYSTEMS SERVICES, INC. P.O.BOX 1178 LILLIAN, AL 36549 PHONE: 251-961-7104 24 HOUR EMAIL: essibd@gulftel.com Bill To OKALOOSA CO. FACILITY MAINTENANCE 5489 OLD BETHEL ROAD CRESTVIEW, F1. 32336 ATTN: ACCOUNTS PAYABLE Invoice Date Invoice # 10/5/2015 214362 SITE SERVICE PERFORMED Performed Site Inspection Scheduled Maintenance on Genset. Tested and topped off all fluids. Load tested the battery. Checked timit shutdowns. Tested ATS. Generator Model and Specs P.0. No, Terms Site GENERAC 2047626 C09-1752-¥M NET 30 DAYS FLEET OPS NORTH ftem Description ‘ Oty Rate Amount SITE: FLEET OPS NORTH [LABOR SERVICE |SCHEDULED CONTRACT SERVICE AMOUNT i 175.01 175.01 FINAL PAYMENT Subtotal $175.01 Sales Tax (0.00) $0.00 1yau would like to receive email "specials”, please provide us with your email address! Total $175.01 Balance Due $175.01 EMERGENCY SYSTEMS SERVICES, INC. P.O.BOX 1178 LILLIAN, AL 36549 PHONE: 251-961-7104 24 HOUR EMAIL: essibd@gulftel.com Bill To invoice Date Invoice # 12/30/2015 214618 OKALOOSA CO. FACILITY MAINTENANCEE 5489 OLD BETHEL ROAD CRESTVIEW, FL 32536 ATTN: ACCOUNTS PAYABLE SITE SERVICE PERFORMED Performed Site Inspection Scheduled Maintenance on Genset. ‘Tested and topped ofT all fluids. Load tested the battery. Checked limit shutdowns. Did not test ATS. Generator Model and Specs P.0. No. Terms Site GENERAC 4487780 NET 30 DAYS INFO 8YS/HEADS IN tem Description Qty Rate Amount SITE: INFQ SYS/HEADS IN LABOR SERVICE {SCHEDULED CONTRACT SERVICE AMOUNT 1 192.49 192,49 Subtotal $192.49 Sales Tax (0.00) $0.00 you would like to reccive cmail "specials”™, please provide us with your emiail addresst TOtal $192.49 Balance Due $192,49 The following are the requirements for the annual preventive maintepance and repair for the generators referenced above: 1) Siatic checks a) Air Intake System. b) Check or replace air filter as needed. c) Wipe out air breather housing. 2) Lubrication System ‘ . ‘ . a) Chiange engine crankcase oil a minimum of once a year or if hour meter indicates more than 100 hours of use per year. b) Remove and replace engine oil filter as requited. ¢) Clean engine crankcase breather. d) Check engine ofl for leaks, e) Check and replace oil lines as necessary, 3) Cooling System a) Check all belts and hoses, adjust tension if necessary. b) Check coolant level. o ¢) Test antifreeze, check for leaks, and replace as necessary. d) Check block heater for proper operation. 4) Ignition System @) Check spark plug condition and replace as necessaty. b) Check points and replace as necessary. ¢) Check rotor and replace as necéssary. d) Check distributor cap and replace as necessary. e) Check and set engine timing. f) Check plug wires for damage. g) Check injectors when necessary. 5) Electrical System a) Check battery electrolyte level and specific gravity. Add distilled water as required. b) Remove any cotrosion from battery and apply anti-corrosion compound on battery terminals, ¢) Check and tighten loose connections. d) Check starter and alternator. ¢) Recharge and replace as pecessary. Fuel System f) Remove and replace fuel filter g) Check for fuel leaks, h) Check for water in fuel tank, i) Add fuel stabilizer as needed. Generator i) Remove side covers to inspect rotor and stator. Check for loose electrical connections and tighten as requited. k) Check for signs of burned, frayed, or rodent damaged electrical components and wiring, 1) Remove control panel and inspect wiring and components for loose connections or damaged wiring. m) Check proper operation of any emergency shutdown systems (if any), RFB FM 49-15 Specifications-3 OKALOOSA COUNTY 6) Transfer Switch a) Vacuum dust and debris from cabinet b) Set and calibrate plant exereiser clock. ¢) Inspect and clean main load and replay contacts as needed. 7) Dynamic cheeks (Engine) a) Check for abnormal vibration, b) Observe exhaust for indication of engine condition. ¢y Check for oil, foel and coolant leaks. d) Oil pressure- Obsetve record 1o be compared to past and future readings. &) Water temp- Observe, record to be compared to past and future readings. f) Battery Charger- Obsetve, record to be compared to past and future readings. 8) Safetv Circuits- Check for Proper Operation n) Over-crank b) Over-speed ¢) Low Oil Pressure d) High water temp 8) Emergency stop 9) Generator a) Voltage- Obsetve, record and calibrate voltage on all phases. b) Amperage- Observe, record. ¢) Frequency- Observe, record and calibrate to insure 60-cycle operation nnder load. 10) Transfer Switch a) Check automatic Joad transfer by disconnecting normal power. b) Check relays for proper operations and calibrate as necessary. ¢) Notify owner prior to power outage. 11) Reports/Pricing/Responge Time a) Provide with your bid a sample form which incorporates the previously listed requirements, This form would be used at each inspection, with a copy furnished to Facility Maintenance Department. b) Bid price includes costs of all oil, oil filters, fuel filters, water filters and small coolant hoses, ¢) Bid prices shall not include disposal of any oil, oil filters, fuel filters, antifreeze and for any other items removed as part of the inspection (at no cost to the County), d) Prior 1o making any repair not covered in the maintenance program, approval must be obtained by contacting Facility Maintehance Department. " e) Must be able to respond to Emergency Service calls within three (3) hours. Standards a) Maintenance performed and materials of components supplied under the terms of this specification shall, at minimuim, meet the latest revision of the following codes and standards: 1) ANSIAIEEE — standard 43-1974 “Recommended Practice Testing Insulation Resistance of Rotating ~ Machinery.” 2) IBEE- Standard 62-1978 “Guide for Field Testing Apparatus Insulation.” 3) NEASA- Standards for the “Blectric Apparatus Sales and Service Industry.” 4) NEMA — Standards Pablication #MG1 “Motor & Generator Standards.” RFB FM 49-15 Specifications-4 OKALOOSA COUNTY " Packet Pg. 347 | 5) NFPA standards b) Technical Documentation required in excess of that provided by the County shall be the responsibility of the contractor, c) Repairs to generators must generally be made within 5-10 working days unless noted otherwise or authorized by the County Representative. - Guarantee . 8) Vendor has the sole responsibility of ensuring and guaranteeing that the equipment and materials furnished or supplied meet the requirement s of this specification, b) All repair work and parts supplied shall be guaranteed for a minimum of (2) years from the date the equipment is returned to service against defects in materials or workmanship supplied by the contractor. Any warranted failures shall be cotrected at no cost to the County including transportation to and from the jobsite. Qualifications a) Bidders must submit a description of their shop facility and a list of employees by position. Bidders should include a list of references with emphasis on any work done for governmental agencies. b} The terms of this contract require the vendor to employ a sufficient number of personnel to meet the terms and conditions of this solicitations. Vendor personnel shall be required to obtain security clearance access certain locations. All vendor personnel are required to carry a means of identification, such as a badge or be readily identifiable (shirt logo, etc) as being an employee of the vendor when making site visits. ' Invoicing a) A proper invoice must include: 1) Name and address of Contractor 2) TInvoice date 3) Invoice# 4) Contract# 5) Contract line item # including description, quantity, unit measure, unit price and extended price of the item; : 6) Terms of any prompt payment discount offered 7y Name and address of official to whom payment is to be sent 8) Federal Identification # #The two Health Department generators will be under the agreement, however, invoices shall be sent to: Okaloosa County Public Health 221 Hospital Dr., N.E. FWB, FL 32547 Terms The term for the contract shall be for three (3) years with two (2) one (1) year renewals. RFB FM49-15 Specifications-5 OKALOOSA COUNTY