Project Information

Bid Title

IFB 26023Z Standby Generator Inspection & Maintenance

Issuing Agency

City of Dayton

Location

Ohio

Published Date

Mar 4, 2026

Closing Date

Mar 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

IFB 26023Z

Original Source

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Bid Documents

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Project Description

Bid Number:	IFB 26023Z
Bid Title:	IFB 26023Z Standby Generator Inspection & Maintenance
Category:	Procurement
Status:	Open

Description: Electronic bids are due by March 19, 2026 no later than 10:00 AM (Dayton Local Time). Publication Date/Time: 3/4/2026 11:00 AM Closing Date/Time: 3/19/2026 10:00 AM Related Documents: IFB 26023Z Standby Generator Inspection and Maintenance - Part I IFB 26023Z Standby Generator Inspection and Maintenance - Part II Attachment A - Generator List Attachment B - Responsibilities Checklist

Attachment Preview

AD # 03/04 & 03/06

INVITATION FOR BID

IFB #26023Z

C I T Y O F D A Y T O N, O H I O

Division of Procurement

CITY HALL

101 W. Third St.

DAYTON, OHIO 45402

STANDYBY GENERATOR INSPECTION & MAINTENANCE – PART I

For Further Information Contact:

Zachary Lee

101 W. Third St.

Dayton OH 45402

Phone No. 937-333-4003

Date: March 04, 2026

Nicole Fox

Purchasing Agent

ELECTRONIC PDF BIDS MUST BE RECEIVED IN THE DIVISION OF PROCUREMENT EMAIL TO

bids@daytonohio.gov NO LATER THAN: 10:00 A.M. local (Dayton OH) time on March 19, 2026

User Agency: Various

Your electronic PDF bid is requested for the following: To set a firm price agreement for Standby Generator Inspection &

Maintenance – on an as needed basis, with firm pricing from March 20, 2026 to December 31, 2026, and option for up to three (3)

one-year renewals at the City of Dayton’s discretion.

For additional information on this IFB, please contact the Division of Procurement, Zachary Lee at (937) 333-4003.

A copy of this bid may be found on the City’s Website at: http://www.daytonohio.gov/bids.aspx

All Vendors must submit a current copy of their W-9 with the Bid. If you have not registered with the City of Dayton, please

complete and submit your complete Vendor Application form. Forms must be on file with the City of Dayton before any Purchase

Order or contract can be awarded with your company.

Forms can be found on the City of Dayton’s website at: http://www.daytonohio.gov/781/Doing-Business-With-the-City-of -Dayton

Submit one (1) signed original PDF of bid to bids@daytonohio.gov with IFB number in “Subject” line. All supplemental

documentation shall be included with the original.

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.

LEGIBLE INFORMATION MUST BE GIVEN IN THE SPACES PROVIDED.

A copy of the Bid Tabulation may be obtained by contacting the Procurement office and will be available online once the award has been made.

All federal, state, and local laws regarding competitive bidding, anti-competitive practices, and conflict of interest shall be applicable to this I.F.B.

Bids are to include all shipping costs to the point of delivery as indicated above.

The City of Dayton is exempt from payment of federal excise taxes and state retail sales taxes (Ohio Vendor's License No. 57-15847).

Multi-year orders are valid only if funds are available in succeeding years.

State Manufacturer and Model No. of items you are bidding and send DESCRIPTIVE LITERATURE on same with your bid. Any brand names on

our bid form are to establish quality levels and do not indicate preference.

The City of Dayton reserves the right to reject any or all bids, to waive any irregularities in a bid, or to accept the bid or bids which in the judgment

of proper officials, is to the best interest of the City.

The City of Dayton reserves the right to accept a part or parts of a bid unless otherwise restricted in the bid. If you are not in a position to quote,

advise to this effect so we may keep your name on our active bid list. We are not permitted to accept telephone bids or Fax bids.

BIDDER'S PLEASE NOTE: Your signed equal opportunity "Affirmative Action Assurance" form (available at Human Relations Council, 371 W.

Second St., Suite 100, Dayton, Ohio 45402--Phone No. 937-333-1403) must be on file with the City of Dayton before an order or contract can be

issued. Please complete and return promptly to the Human Relations Council.

1

DUE 03/19/2026

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

IFB #26023Z

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.

DESCRIPTION

STANDYBY GENERATOR INSPECTION & MAINTENANCE

The City of Dayton, Ohio, utilizes P-Cards (Master Charge) for many low dollar purchases under any applicable price agreements. Please bid

accordingly. Do you accept Master Charge Cards? Yes [ ] No [ ]

➢ Price to remain firm for the period from March 19, 2026 through December 31, 2026?

Yes [ ] or No [ ] If no, for how long? ______________.

➢ Renewal Option No. 1

January 1, 2027 through December 31, 2027?

Yes [ ] or No [ ] If no, maximum percentage increase (based on first-year bid pricing): _____ %

➢ Renewal Option No. 2

January 1, 2028 through December 31, 2028?

Yes [ ] or No [ ] If no, maximum percentage increase (based on first-year bid pricing): _____ %

➢ Renewal Option No. 3

January 1, 2029 through December 31, 2029?

Yes [ ] or No [ ] If no, maximum percentage increase (based on first-year bid pricing): _____ %

Is pricing associated with any Cooperative Purchasing Program? YES [ ] NO [ ] IF YES, please provide name and contract number of the

Cooperative Purchasing Program.

All requests for rate increases must be accompanied by supporting documentation that clearly provides a detailed justification.

City has the right to request price quote(s) prior to placing order for rental equipment.

BIDDER IS REQUESTED TO USE THE CITY'S BID FORM ENCLOSED AS NONE OTHER WILL BE ACCEPTED.

THE UNDERSIGNED HEREBY CERTIFIES THAT ITEMS FURNISHED AS A RESULT OF THIS BID WILL BE IN FULL ACCORDANCE WITH THE

CITY OF DAYTON SPECIFICATIONS APPLYING THERETO UNLESS EXCEPTIONS ARE STATED ABOVE.

"I certify the bidding entity complies with City of Dayton Ordinance #30829-09 and the City’s Revised Code of General Ordinances

Section 35.70 through 35.74 regarding Living Wages." [ ] YES

[ ] NO

All delivery costs are included in this quotation

regardless of F.O.B. designation.

Cash Discount Allowed:______% 10th Proximo.

Leave blank if your terms are Net 30 Days.

Delivery will be made within ________ calendar

days after receipt of order.

Prices quoted will remain firm for acceptance with-

in 90 calendar days after bid opening unless other-

wise stated.

Bidding Company____________________________________

Address : ___________________________________________

___________________________________________________

City

State

Zip Code

____________________________________________________

Email address to send Purchase Order to:

By:_________________________________________________

(Please Print or Type) Name and Title

Signature: ___________________________________________

Phone No.__________________/FED. ID#_________________

Fax No._____________________________________________

2

DUE 03/19/2026

BID TO THE CITY OF DAYTON, OHIO

DIVISION OF PROCUREMENT

E-MAIL TO: bids@daytonohio.gov

IFB #26023Z

Note: FOB Destination; all prices bid to the City shall include all fees of transportation including inside delivery.

DESCRIPTION

BID DOCUMENT

All bid shall be submitted as PDF via electronic submission to bids@daytonohio.gov. The City’s email size can only accept

20meg limit for incoming e-mail message sizes (20meg includes e-mail itself and any attachments total). Should the bid

document be larger than this size your company will have to submit bid in several email documents. Should the bid be submitted

in multiple parts please designated in the “Subject”, your bid response as multiple “Parts”, i.e. IFB No. 26023Z Part 1, IFB No.

26023Z Part 2, etc.

BID OPENING

Topic: CITY OF DAYTON OHIO: IFB 26023Z - STANDYBY GENERATOR INSPECTION & MAINTENANCE

Time: Mar 19, 2026 10:00 AM Eastern Time (US and Canada)

Join Zoom Meeting

https://us04web.zoom.us/j/73931425124?pwd=ysDCwXS9SGfGTNF4MB4zJWk86FhVPa.1

Meeting ID: 739 3142 5124

Passcode: V08VLr

3

City of Dayton, Ohio

Department of Water

MAINTENANCE OF STANDBY GENERATOR SYSTEMS

This request for proposal is to provide Inspection, Maintenance, and Emergency Services for 10 standby generator systems at

various locations for a period of three years, with the option, to be included in the agreement, for renewal of the agreement upon

written agreement by both parties.

A. SITE INVESTIGATION

The proposer should investigate each Standby Generator to determine what type of labor, equipment, and materials will be needed to

properly do the work.

Failure by the Proposer to acquaint himself with the physical conditions of the sites and all the available information will not relieve him

from responsibility for properly estimating the difficulty or cost of successfully performing the work.

Access to each Standby Generator can be gained by scheduling an appointment with a City electrician at (937) 901-5137 24 hours prior to

desired appointment date. A written list of personnel visiting the site will be required 24 hours in advance of the site visit for security

purposes.

B. QUALIFICATIONS

Qualifications must be included with the bid document. The qualifications shall clearly state the company's experience, personnel

organization, and any equipment that shall be utilized. Failure to submit this information as requested may result in the proposal being

rejected.

Bidders will be permitted to sub-contract portions of this project to facilitate a strong bid proposal. The proposer MUST provide the

following information at the time of bid submittal:

1.

The name of the sub-contractor.

2.

The items in this request that the sub-contractor will be responsible for.

3.

Sub-contractor qualifications and experience.

4

PART 1 – GENERAL

SCOPE SPECIFICATION

SECTION 26 01 30

1.1 DESCRIPTION

A. This specification and the supplementary 26 01 30-L - City of Dayton Generator Maintenance Log specifies routine

inspection, testing, maintenance, and emergency service for various standby generator systems by a qualified electrical

maintenance agency.

B. The maintenance agency shall provide all labor, materials, equipment, personal protective equipment, technical

supervision, and incidentals required to complete the maintenance identified herein and in 20 01 30-L.

C. All services rendered shall be provided in accordance with electrical safety standards and practices, including OSHA Sub

Part “S” and NFPA 70E.

D. Upon execution of contract with the maintenance agency, the City of Dayton shall provide access keys to the stationary

standby generator systems. The maintenance agency shall return the keys upon completion of contract.

1.2 QUALITY ASSURANCE

A. Qualifications:

1. Maintenance agency:

a. Maintenance agency shall have been regularly engaged in the maintenance of electrical materials, devices,

installations, and systems for a minimum of 5 years. The organization shall have a calibration program and test

instruments used shall be calibrated in accordance with NETA MTS.

2. Maintenance agency Field Personnel:

a. Maintenance, testing, inspection, calibration, and adjustments shall be performed by an engineering technician

who has factory certifications from Generac, Cummins, Caterpillar, or Kohler at the industrial generator level

and above. Portable and air-cooled generator level certifications only will not be acceptable. If any warranty

work is to be done on any of the four Generac S12R-Y2PTAW-1 generators or Generac F3BE9685A-E generator

these have to be done by those certified to do Generac warranty work. If any warranty work is to be done on the

any of the two Cummins C125D6C-2580549 generators or the Cummins #DFEJ2450911 generator these have

to be done by those certified to do Cummins warranty work. If the bidder is not certified to do any warranty

work on Generac or Cummins products then they must state so in their bids, and we will have to make

arrangements for those exceptions. If any warranty work is to be performed on any Kohler generators listed in

Attachment A, such work must be performed by technicians who are factory certified by Kohler at the industrial

generator level. Portable or residential-level certifications shall not be acceptable. The bidder must clearly state

in their bid whether they are certified to perform Kohler warranty work and identify the models for which

certification applies. If the bidder is not certified to perform Kohler warranty work, they must state so in their

bid response. The bidder must make us aware of which products of those mentioned they are certified to do

warranty work on. The bidder will still be able to bid on all non-warrantied maintenance on those products.

The remaining generators on our location list are currently not under warranty.

1.3 GENERAL SERVICES

A. Inspection:

1. Inspection and maintenance activities shall occur during monthly visits. Monthly, Annual, semi-annual inspections

and maintenance activities shall occur during the routine 12 separate visits a year to each generator. Weekly

inspections and checks shall be provided by the owner.

2. Provide a general visual conditional assessment of the equipment in addition to the specific inspection activities

identified for the individual equipment. The general conditional assessment shall consist of an overall evaluation

of enclosure integrity, component integrity, equipment condition, and general functional performance.

3. Identify physical damage, defective equipment, abnormal mechanical and electrical conditions, and potential safety

problems, environmental hazards, or code violations.

B. Testing Equipment and Methods:

5

Commodity Codes

• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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