EMERGENCY GENERATOR SERVICE CONTRACT The Sumner County Board of Education, herein called “School System”, is soliciting bids for a service contract on emergency generators. The contract will be valid for one year, with the option for renewal for up to four (4) one-year terms.

SPECIFIC INFORMATION Contract Period: January 1, 2013 – December 31, 2013 •

Renewal will be subject to pricing update by vendor sixty (60) days prior to anniversary date. All renewals are subject to School System approval.

Contract Terms •

Shall provide for initial assessment of operating condition including, but not limited to,:  Assessment of working/non-working status  Assessment of current fluid levels (i.e. oil and gas).

•

Shall provide for all labor and material for one major service plus one inspection at mid-year.  Major Service shall include changing oil and filters (oil, air, fuel) plus labor.  Major Service shall include a detailed inspection report including, but not limited to: o Assessment of current mechanical issues/problems o List of any replacement parts needed for proper function (i.e. belts, batteries, etc.)  Mid-year Inspection shall include a detailed inspection report including, but not limited to: o Current fluid levels (i.e. oil and gas) o Future maintenance issues.

•

Shall provide for an inspection to check fluid levels and calibration after any power outage of significant duration. (Subject to notification to vendor by the School System)

Optional services • • •

Vendor will provide pricing for Load Bank Testing. Vendor will provide discounted pricing for rental units in the event a unit was taken out of service for an extended period of time. Vendor will provide labor rate for service items beyond the major service. For example, replacement of belts and batteries or cooling system cleaning and flushing. All materials would be billed at standard cost. Prior approval from the School System Maintenance Department would be required.

GENERATOR INFORMATION 1. T.W. Hunter Middle 2102 New Hope Road Hendersonville, TN 37075 Kohler Power Systems 100 John Deere Diesel: Model# 6068TF250 / Serial# PE6068T419136 110 KW / 138 KVA 480v / 3 phase 2. Beech High 3126 Long Hollow Pike Hendersonville, TN 37075 Fermont Division – Dynamics Corp. of America Allis Chambers Diesel: Model# 433T / Serial# 33-03223 Zenith Power Switch: 45 KW / 56.25 KVA 480v / 3 phase 3. Beech High – Annex 3126 Long Hollow Pike Hendersonville, TN 37075 Onan (Diesel) Model# 12.0 DJC 18R/9861AA / Serial# F760142297 12 KW / 15 KVA 480v / 3 phase 4. Rucker Stewart Middle 350 Hancock Street Gallatin, TN 37066 CAT Thompson Power (Natural Gas) Model# 95A00776-S / Serial# 2018846 20 KW / 25 KVA 480v / 3 phase 5. Station Camp Middle 281 Big Station Camp Blvd. Gallatin, TN 37066 Cummins Power Generation (Diesel) Model# DGDB-5600649 / Serial# B030469714 100 KW / 125 KVA 480v / 3 phase

6. Station Camp Elementary 1020 Bison Trail Gallatin, TN 37066 Kohler Power Systems 100 Model# 1DORE0ZJP / Serial# 2184626 John Deere Diesel: Model# 4045HF285 / Serial# PE4045L025611 100 KW / 125 KVA 480v / 3 phase 7. Station Camp High 1040 Bison Trail Gallatin, TN 37066 Generac 2000 Series Model# 2569490100 / Serial# 2068709 Mitsubishi Diesel 400 KW / 500 KVA 480v / 3 phase 8. George Whitten Elementary 140 Scotch Street Hendersonville, TN 37066 Onan (Natural Gas) Model# 12.5 JC-4XR413904V / Serial# 0374785909 12.5 KW / 15 KVA 480v / 3 phase 9. Ellis Middle 100 Indian Lake Rd. Hendersonville, TN 37075 Olympian Generac Corp. (Natural Gas) Model# 94A02688-S / Serial# 2013402 20 KW / 25 KVA 208v / 3 phase

BID SHEET EMERGENCY GENERATOR SERVICE CONTRACT T.W. Hunter Middle………………………………………………………………..$____________________ Beech High……………………………………………………………………………..$____________________ Beech High – Annex………………………………………………………………..$____________________ Rucker Stewart Middle……………………………………………………………$____________________ Station Camp Middle………………………………………………………………$____________________ Station Camp Elementary………………………………………………………..$____________________ Station Camp High…………………………………………………………………..$____________________ George Whitten Elementary……………………………………………………$____________________ Ellis Middle……………………………………………………………………………..$____________________

GRAND TOTAL

$____________________

*Bid must be totaled.

_____________________________________________________ AUTHORIZED COMPANY REPRESENTATIVE (Signature) _____________________________________________________ AUTHORIZED COMPANY REPRESENTATIVE (Printed) _______________ PHONE _______________ DATE

___________________________ EMAIL

BID SHEET OPTIONAL SERVICES Maintenance Labor Rate

$_______________/ hour

Load Bank Testing

$_______________/ unit

T.W. Hunter Middle Rental Unit

$____________________

Beech High Rental Unit

$____________________

Beech High – Annex Rental Unit

$____________________

Rucker Stewart Middle Rental Unit

$____________________

Station Camp Middle Rental Unit

$____________________

Station Camp Elementary Rental Unit

$____________________

Station Camp High Rental Unit

$____________________

George Whitten Elementary Rental Unit

$____________________

Ellis Middle Rental Unit

$____________________

NOTICE TO RESPONDENTS Responses to an Invitation to Bid will be received by the Purchasing Coordinator in the SUPPORT SERVICE FACILITY CONFERENCE ROOM, Sumner County Board of Education, 1500 Airport Road Gallatin, TN 37066. They will be received until 10:00 A.M. CST TUESDAY DECEMBER 4, 2012 for EMERGENCY GENERATOR SERVICE CONTRACT, at which time the responses will be opened, taken under advisement and evaluated. BIDS WILL BE POSTED ON www.sumnerschools.org ------------------------------------------------------------------------------------------------------------------------------GENERAL REQUIREMENTS AND CONDITIONS 1.

The Sumner County Board of Education reserves the right to accept or reject any and/or all responses in whole or in part, and to waive informalities therein.

2.

Any responses received after the scheduled closing time for the receipt for responses will not be considered.

3.

If a mistake is discovered after the responses are received, only the Sumner County Board of Education may allow the respondent to withdraw the entire response.

4.

Partial payments will not be approved unless justification for such payment can be shown. Terms will be net 30 days.

5.

Payment will not be made until the said EMERGENCY GENERATOR SERVICE CONTRACT are inspected and approved as meeting all specifications by persons appointed by the Sumner County Board of Education.

6.

Responses submitted must be in a sealed envelope and marked on the outside as follows: RESPONSE: EMERGENCY GENERATOR SERVICE CONRACT DEADLINE: 10:00 A.M. TUESDAY, DECEMBER 4, 2012

7.

Facsimile responses will not be considered.

8.

If a successful bidder violates any terms of their bid, the contract, school board policy or any law they may be disqualified from bidding for a period of two years for minor violations or longer for major violations. Bids from disqualified bidders will not be accepted during the period of disqualification.

9.

Prices quoted on the response (if any) are to be considered firm and binding until the said EMERGENCY GENERATOR SERVICE CONTRACT are in the possession of the Sumner County Board of Education.

10. No purchase or contract is authorized or valid until the issuance of a Board Purchase Order in accordance with Board Policy. No Board Employee is authorized to purchase equipment, supplies or services prior to the issuance of such a Purchase Order. 11. Any deviation from these stated terms, specifications and conditions must be coordinated with and approved in writing by the Purchasing Coordinator, Vicky Currey (615) 451-6560. 12. All bids that exceed $25,000 must have the Company Name, License Number, Expiration Date thereof and License Classification of Contractor listed on outside of sealed envelope. As required by State of Tennessee Code Annotated 62-6-119. 13. The awarded bidder will be required to post a performance and payment bond in the amount of 25% of the contract price if it exceeds $100,000 as stated by State of Tennessee Code Annotated 12-4-201.

Invitation to Bid GENERATOR SERVICE CONTRACT

Responses to an Invitation to Bid will be received by the Purchasing Coordinator, Sumner County Board of Education, 1500 Airport Road, Gallatin, TN 37066 for GENERATOR SERVICE CONTRACT until 10:00 a.m. CST Tuesday December 4, 2012. Bid responses will be opened at that time, taken under advisement and evaluated. Should you have any questions please call Chris Harrison, Maintenance Department at (615) 451-5255. All proposals are subject to the Board of Education’s conditions and specifications which are available from Vicky Currey, Purchasing Coordinator (615) 451-6560. All bids can be viewed on line at www.sumnerschools.org.