IFB – Generator Maintenance Repair and Replacement – MT 54555

BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
INVITATION FOR BIDS
Item Description: GENERATOR MAINTENANCE, REPAIR, AND REPLACEMENT (THREE-YEAR CONTRACT WITH TWO
ONE-YEAR OPTIONS
Procurement/MinuteTraq #: 54555
Date to be opened: 10/5/2026
Issuing Department: Public Property
QUESTIONS
* Please direct questions related to the process, how to fill out forms, and how to submit an
application(Pages 1-8) to the Purchasing Department.
o Email: purchasing@providenceri.gov
Please use the subject line "Solicitation Question"
* Please direct questions related to the specifications outlined (beginning on page 14) to the issuing
department's subject matter expert:
o Name: Anthony Alves, Deputy Director of Public Property, aalves@providenceri.gov
o Nicholas Bibeault, Facilities Coordinator, nbibeault@providenceri.gov
Walkthrough(s)
A mandatory walkthrough will be held on October 1, 2026, at 9:00 AM. We will begin at City Hall, 25
Dorrance Street, in Room 418 on the 4th Floor. Afterward, we will proceed to PEMA at 591 Charles
Street, and conclude at the Fire Station located at 201 Messer Street.
A sign-in sheet will be provided and must be completed at both the beginning and end of the walkthrough.
Deadline for question submissions: Interested bidders may submit questions via email only, no later
than October 13, 2026, by end of day.

1. Purpose and Contract Intent
The City of Providence seeks one or more qualified contractors to provide scheduled preventive
maintenance, inspection, testing, emergency and non-emergency repairs, and, when separately authorized,
replacement of stationary standby generators, portable/mobile generators, light towers, transfer switches,
trailers, and directly associated equipment. The contract is an indefinite-delivery, requirements-type
arrangement; quantities and expenditures are estimates only, no minimum purchase is guaranteed, and no
work may begin without written authorization and a purchase order or other City-approved ordering
instrument.
Replacement is included to establish a competitively procured method for future needs. Inclusion does not
authorize replacement, reserve funds, or obligate the City to purchase equipment. Each replacement
remains subject to funding availability, site-specific review, and all required City approvals.
The IFB contains three separately awardable categories: Category A - Stationary Generator Systems;
Category B - Portable/Mobile Generators; and Category C - Mobile Light Towers. A bidder may bid one,
two, or all three categories. The City may award each category to a different responsive and responsible
bidder under Section 13.
2. Contract Term and Award Structure
* Initial term: three years, with two one-year renewal options exercisable solely by the City. Start date:
As soon as we have a fully executed contract. End date: June 30, 2029.
* Method of award: separate award by category to the responsive and responsible bidder with the lowest
category-specific Evaluated Bid Price calculated strictly under Section 13. The evaluated quantities
are used only for comparison and do not guarantee work.
* The City may establish a secondary award within a category, in evaluated-price order, if stated in the
final Notice to Bidders. Replacement task orders will be competed separately as provided in Sections
7 and 13 and do not alter the base IFB ranking.
* Renewal pricing: bidders shall provide firm prices for the initial term and stated prices or a defined
adjustment mechanism for each option year. Automatic renewals are prohibited.
3. Minimum Qualifications
1. At least three years of satisfactory experience maintaining and repairing commercial or institutional
standby generator systems of comparable size and complexity.
2. Manufacturer-trained or demonstrably qualified technicians, adequate staffing, tools, diagnostic
equipment, service vehicles, and access to replacement parts.
3. A staffed 24-hour contact method and ability to acknowledge emergency calls within 15 minutes and
arrive on site within two hours, unless the City authorizes otherwise.
4. Capability to service the makes and sizes listed in the equipment schedule. Identify any limitations or
proposed subcontractors.
5. For replacement work, demonstrated experience with turnkey generator projects, including electrical
integration, automatic transfer switches, controls, permitting, startup, load-bank testing, and owner
training.
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6. For Categories B and C, demonstrated ability to service engine-driven mobile equipment and trailer-
mounted systems, including towing components, running gear, masts, winches, lighting assemblies,
receptacles, cables, grounding, and controls as applicable.
7. All licenses, registrations, certifications, OSHA training, insurance, and bonds required by law or the
final contract. The City may verify qualifications before award.
4. Equipment Schedule
The schedule below reflects the most recent information at the time of issuing this solicitation. The City
may add or remove facilities or equipment by written amendment or authorized contract action, subject to
scope and ceiling.
Facility Address Make Model Rating Data to verify
Public Safety Verify serial, fuel,
325 Washington St Caterpillar 3412 800 kW
Complex ATS
Public Safety 349 West Fountain Verify serial, fuel,
Olympian D50 P3 50 kW
Complex St ATS
Verify serial and
Fire Station 426 Admiral St Baldor TS 80S 65 kW
ATS
Verify serial and
Fire Station 776 Allens Ave Baldor TS 80S 65 kW
ATS
Verify serial and
Fire Station 630 Atwells Ave Baldor TS 80S 65 kW
ATS
Verify serial and
Fire Station 10 Branch Ave Baldor TS 80S 65 kW
ATS
Verify serial and
Fire Station 847 Broad St Baldor TS 80S 65 kW
ATS
Verify serial and
Fire Station 223 Brook St Baldor TS 80S 65 kW
ATS
Verify serial and
Fire Station 489 Hartford Ave Baldor TS 80S 65 kW
ATS
Verify serial and
Fire Station 201 Messer St Baldor TS 80S 65 kW
ATS
Verify serial and
Fire Station 151 North Main St Baldor TS 80S 65 kW
ATS
Fire Repair Verify serial and
382 Dexter St Baldor TS 80S 65 kW
Division ATS
Verify serial and
Public Works 30 Ernest St Olympian D100 P4 100 kW
ATS
Verify serial, fuel,
City Hall 25 Dorrance St Kohler 75ROZ81 75 kW
ATS
235 West Exchange Verify serial, fuel,
Communications Superior 150R131 150 kW
St ATS
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Facility Address Make Model Rating Data to verify
Neutaconkanut
675 Plainfield St Generac 10938740200 100 kW Serial 2102583
Rec Center
Serial LM-424708-
Municipal Facility 552 Academy Ave Superior 361PSL1601 55 kW
0706
Joseph A Doorley
Jr. Municipal 444 Westminster St 150 kW
Building
Serial
PEMA 591 Charles St Caterpillar D100-6 100kW CAT00C44KD4B0
3080
Serial
PEMA 591 Charles St Caterpillar D100-6 100kW CAT00C44LD4B0
3037
4.1. Portable/Mobile Generator and Light-Tower Inventory
The schedule below reflects the most recent information at the time of issuing this solicitation. The City
may add or remove facilities or equipment by written amendment or authorized contract action, subject to
scope and ceiling.
Hours /
Category Asset/Location Make/Model Serial or VIN Capacity/Engine
Condition
MQ Power / 20kW, diesel,
Portable/mobile
591 Charles St Genset DCA - S/N: 8103210 Three-phase TBD
generator
25US12 output
MQ Power / 20kW, diesel,
Portable/mobile 1 Communications
Genset DCA - S/N: 8103144 Three-phase TBD
generator Place
25US12 output
MQ Power / 20kW, diesel,
Portable/mobile
Genset DCA - S/N: 8103247 Three-phase TBD
generator
25US12 output
Magnum /
6kW, Diesel,
Mobile light tower 591 Charles St MLT3060KMH S/N: 089083 TBD
120V, Mitsubishi
Magnum /
6kW, Diesel,
Mobile light tower 591 Charles St MLT3060KMH S/N: 089353 TBD
120V, Kubota
Magnum /
6kW, Diesel,
Mobile light tower 591 Charles St MLT3060KMH S/N: 088540 TBD
120V, Kubota
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5. Preventive Maintenance and Inspection
The contractor shall perform semiannual inspections and full-service preventive maintenance at the
frequency shown in the pricing schedule. Work includes the generator set, engine, starting system,
cooling, lubrication, fuel, air intake, exhaust, controls, annunciation, battery charger, louvers, remote
radiator equipment, and automatic transfer switch. The contractor shall follow the current manufacturer
recommendations and NFPA 110, where applicable, using the more stringent requirement when they
differ unless the City approves an exception in writing.
* Before service: review operating history, alarms, prior deficiencies, and site safety conditions.
* During service: inspect, test, clean, lubricate, adjust, sample, and replace routine consumables
included in the bid price; record readings and deficiencies.
* After service: restore all controls, breakers, valves, chargers, heaters, pumps, louvers, and related
devices to their correct automatic/operating positions.
* Provide a site-specific electronic service report within three business days, and immediately report
conditions that threaten life safety, reliability, or property.
* Do not perform corrective repairs beyond included maintenance without written authorization.
5.1. Three-Year Maintenance Items
Required
Item
interval
Flush cooling system; install new coolant, hoses, and clamps Year 2
Year 3; where
Install applicable spark plugs, ignition cables, distributor cap, rotor, points, and condenser
applicable
One-hour resistive load-bank test at 100% rated load for each generator; provide report Year 3
5.2. Semiannual and Annual Checklist
System Minimum tasks
Oil and filters; waste disposal; crankcase breather; oil sample and report; heater, seals,
Lubrication
gaskets, blow-by, oil level.
Antifreeze and conditioner; clamps; hoses; belts; pulleys; radiator/heat exchanger; water
Cooling
pump; cap; jacket-water heater; coolant level.
Filters/screens; water and sediment; day-tank alarms and pump; steel/flexible lines; priming
Fuel
pump; separator; leaks; governor oil; fuel level.
Battery specific gravity and voltage; voltage dip; terminals; cables; starter; electrolyte;
Starting
charger; alternator; cranking termination.
Flexible coupling; abnormal exhaust; manifolds and hardware; rain protection; traps; air
Exhaust/intake
cleaner, turbocharger, piping, indicators.
Cold start; record amps, volts, oil pressure, temperature, fuel pressure, frequency and kW;
Operation
vibration; leaks; 10-second online capability; auxiliaries.
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System Minimum tasks
Terminals, relays, cleanliness, auto-start, safeties, pre-alarms, annunciator, instruments,
Controls / ATS
governor, voltage regulator, exerciser, transfer and retransfer.
Return generator and all auxiliary systems to automatic service; document status,
Completion
deficiencies, readings, parts, technician, date, arrival/departure times.
5.3. Portable/Mobile Generator Requirements
* Service the engine, alternator, controls, breakers, receptacles, distribution panel, batteries, charger,
starting system, fuel system, exhaust, cooling, grounding equipment, cables, connectors, and
protective devices.
* Inspect the trailer frame, tongue, hitch/coupler, jack, axle, suspension, tires, wheels, bearings, fenders,
lights, reflectors, safety chains, breakaway system, registration plate mounting, and other road-safety
components. Identify conditions that make the unit unsafe to tow.
* Perform operational and load-bank testing appropriate to the unit and document voltage, frequency,
load, alarms, shutdowns, leaks, operating hours, and readiness for deployment.
* Inspect and service each unit after an extended or emergency deployment when requested.
Transportation between City locations requires prior authorization and shall be separately itemized.
5.4. Mobile Light-Tower Requirements
* Service the engine, generator, electrical distribution, controls, breakers, receptacles, batteries,
charging and starting systems, fuel, cooling, exhaust, and grounding components.
* Inspect and test the mast, winch, cables, pulleys, pins, locks, outriggers, leveling jacks, fixtures, lamps
or LED modules, ballasts/drivers, wiring, weatherproof connections, guards, and safety labels.
* Inspect trailer running gear and towing components to the same minimum standard stated for
portable/mobile generators.
* Raise, lower, rotate, secure, and functionally test the mast and all lighting positions. Confirm stability,
automatic shutdowns where provided, and safe transport configuration.
6. Repairs and Emergency Service
* The contractor shall provide troubleshooting, diagnostics, repair, and restoration for generators,
engines, alternators, controls, fuel systems, cooling systems, exhaust, batteries/chargers, automatic
transfer switches, and directly associated auxiliary equipment.
* Except for immediate measures necessary to protect life or property, work requires a written itemized
estimate and City authorization. Estimates shall identify labor hours by classification, parts, quantities,
supplier cost, markup, equipment, subcontractors, freight, permits, taxes/fees, and schedule.
* Billing shall reflect actual time worked. No minimum labor charge or portal-to-portal travel charge is
permitted unless separately bid and expressly accepted by the City. Invoices must state
arrival/departure times and personnel classifications.
* Emergency response rates shall be priced in the bid schedule. Clearly identify straight-time, evening,
Saturday, Sunday, and holiday rates. The prior solicitation conflict stating emergencies are at the usual
rate is removed.
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* Parts shall be OEM or City-approved equal. Parts markup shall be applied to documented net supplier
cost, excluding sales tax and rebates/credits, and supported by supplier invoices upon request. No
markup may be applied to another markup.
* The contractor shall notify the City when repair cost, availability, reliability, age, code compliance, or
remaining useful life warrants a repair-versus-replacement analysis. The contractor may recommend
replacement but may not proceed without separate authorization.
7. Optional Generator Replacement
Replacement is an optional, separately ordered service covering stationary generators, portable/mobile
generators, light towers, transfer switches, trailers, and directly associated equipment. A replacement may
be requested when an existing unit is failed, obsolete, unreliable, uneconomical to repair, undersized,
code-deficient, unsafe, or otherwise approved by the City. Each replacement will begin with a City-issued
written request for quotation or task-order request under the applicable award category.
A replacement task order may be issued under this contract only when its complete anticipated value is
$150,000 or less, including design, equipment, demolition, installation, permits, testing, allowances,
alternates accepted at award, and all other associated costs. A replacement with an anticipated value
greater than $150,000 shall be procured through a separate solicitation unless a lawful emergency or other
independently authorized procurement method applies. The contractor shall not divide, phase, or
separately invoice one replacement requirement to avoid this threshold. The $150,000 threshold is not a
guarantee, appropriation, contract ceiling, or authority to proceed without the approvals stated in Section
8.
The City will classify each replacement as either (1) an equipment/supply purchase or (2) a replacement
involving installation, alteration, or public-works construction. A self-contained portable generator or
light tower delivered ready for use may be treated as an equipment purchase. A stationary generator
replacement, or any mobile-equipment purchase requiring covered site construction, permanent electrical
or fuel connections, structural work, or professional design, is subject to the applicable prevailing-wage,
bonding, permitting, and licensed-design requirements in Section 7.3.1.
7.1. Site Assessment and Proposal
* Inspect the site and verify connected loads, starting currents, critical loads, operating sequence, fuel
type and capacity, runtime objective, environmental conditions, sound limits, emissions requirements,
space, access, structural needs, and utility interfaces.
* Confirm sizing through a sealed load calculation or manufacturer sizing report prepared by a qualified
professional; do not size solely from the nameplate of the existing unit.
* Evaluate the existing automatic transfer switch, switchgear, feeders, controls, fuel system, pad,
enclosure, exhaust, ventilation, grounding, and remote annunciation for reuse or replacement.
* Submit at least one compliant solution and clearly identify manufacturer, model, standby rating,
voltage, phase, frequency, fuel, enclosure, sound attenuation, emissions certification, alternator,
breaker, controller, ATS, accessories, lead time, exclusions, and warranty.
* Provide a complete lump-sum price with a breakout for equipment, labor, demolition, rigging, freight,
electrical, mechanical, fuel work, controls, permits, engineering, testing, training, subcontractors,
allowances, alternates, and disposal/trade-in credit.
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* Identify assumptions and obtain written clarification before pricing. Silence is not acceptance of an
undocumented exclusion.
7.2. Minimum Replacement Scope
* Engineering and permits required for a complete, code-compliant installation.
* Temporary power or rental generator plan when required by the City; price separately unless included
in the RFQ.
* Utility coordination, shutdown planning, and protection of continuous operations.
* Disconnect, removal, lawful disposal, and documented recycling or trade-in of existing equipment as
directed by the City.
* New generator, ATS and associated equipment specified by the RFQ, including pad/structural work,
rigging, feeders, controls, grounding, fuel, exhaust, ventilation, weather/sound enclosure,
annunciation, labeling, and restoration.
* Startup by an authorized representative; functional testing of normal-to-emergency and emergency-to-
normal sequence; alarms, safeties, remote signals, and auxiliaries.
* Load-bank test for not less than two hours at stepped loads up to 100% nameplate rating, unless the
site-specific RFQ establishes another approved protocol.
* Training for City personnel and delivery of final record drawings, approved submittals, permits, test
reports, startup records, warranty certificates, parts lists, and electronic O&M manuals.
7.3. Replacement Standards
All replacement work shall comply with the latest adopted editions applicable to the project, including the
Rhode Island State Building Code and electrical, mechanical, fire, fuel-gas, environmental, accessibility,
and permitting requirements; NFPA 70, NFPA 110, and other referenced standards; OSHA requirements;
manufacturer instructions; and utility requirements. If professional design is required, documents shall be
prepared and stamped by appropriately licensed professionals. The site-specific RFQ will identify any
additional owner standards.
7.3.1. Public-Works Compliance, Bonds, and Professional Design
Each replacement task order shall be reviewed as a public-works/construction project before issuance.
Consistent with the State's standards, the contractor and every subcontractor shall comply with all
applicable prevailing-wage requirements for every covered phase of the project, including final cleanup.
Covered workers shall be paid not less than the applicable prevailing wage for their classification.
Apprentices may be paid an apprentice rate only when properly registered with the Rhode Island
Department of Labor and Training; otherwise, the applicable full rate shall be paid. The City will identify
or attach the wage determination and required forms applicable when the task-order request is issued.
Every contractor and subcontractor performing covered public work shall submit certified payroll records
to the City monthly for work completed during the preceding month, maintain and provide payroll records
as required by R.I. Gen. Laws Chapter 37-13, and comply with all posting, recordkeeping, inspection, and
enforcement requirements. The City may withhold payment for noncompliance and will not release final
payment until the replacement is complete, accepted, and supported by all required labor-compliance
records. Bid and task-order labor rates may not be lower than the applicable prevailing-wage rate.
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Bid, performance, payment, and other bonds shall be furnished when required by applicable law and the
task-order request, in the forms and penal sums stated there. Any task-order bond is project-specific and is
in addition to any bond submitted for the base contract. No bonded replacement work may begin until the
City has accepted the required bonds and evidence of surety authority.
Replacement work includes all engineering needed for stamped drawings and system design. Where the
work requires engineering, architectural, structural, electrical, mechanical, civil, fire-protection, or other
professional design, the drawings, calculations, and specifications shall be prepared, signed, and sealed by
professionals appropriately licensed in Rhode Island. Design shall cover the complete installation,
including equipment sizing, electrical integration, fuel systems, pad or structural work, conduits and
subsurface utilities, transfer equipment, permitting, demolition, and associated infrastructure as
applicable. Contractor design responsibility does not transfer the City's review or approval duties, and the
City may procure design separately.
7.4. Competition and Price Reasonableness for Replacement
For every replacement valued at $150,000 or less, the City will issue the same written task-order request
to all contractors awarded the replacement category and award to the responsive and responsible
contractor offering the lowest task-order price, subject to funding and required approvals. If only one
awarded contractor can timely respond, the City may require multiple manufacturer or distributor
quotations and other cost support before determining price reasonableness. The City may independently
procure major equipment, separately solicit any replacement, negotiate scope without changing the award
basis, or reject all task-order quotations. No contractor has an exclusive right to replacement work.
8. Work Authorization and Change Control
* Preventive maintenance shall be performed only on the approved schedule and purchase order.
* Repairs require an approved estimate and written authorization identifying the not-to-exceed amount.
* Replacement requires a site-specific scope, compliance review, accepted task-order quotation,
confirmed funding, required approvals, required bonds, and a purchase order. A maintenance or repair
purchase order does not authorize replacement.
* No change, extra, allowance use, substitution, or added service is compensable without prior written
approval by an authorized City official. Contractor-generated work tickets do not amend the contract.
* Emergency stabilization must be documented as soon as practicable and does not create authority for
permanent replacement unless separately approved.
9. Deliverables and Service Records
* Asset register updated after each visit, including make, model, serial number, kW, fuel, ATS data,
hours, condition, and changes.
* Service report within three business days, with readings, checklist results, photographs where useful,
deficiencies prioritized as critical/urgent/routine, and recommended corrective action.
* Emergency report within one business day after stabilization.
* Replacement submittals, schedule, shutdown plan, test reports, training record, warranties, permits,
record drawings, and O&M manuals.
* Annual summary listing completed maintenance, calls, downtime, failures, expenditures by asset,
recurring issues, and replacement candidates.
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10. Warranty
Maintenance and repair labor and installed parts shall be warranted for at least one year from acceptance,
or the manufacturer warranty if longer. Replacement equipment shall include the manufacturer's standard
commercial standby warranty and not less than a two-year comprehensive parts-and-labor warranty from
successful commissioning and City acceptance; bidders shall price extended warranty options of five and
ten years where available. Warranty work includes labor, parts, travel, freight, removal, reinstallation, and
testing at no additional cost, except damage caused solely by City misuse or excluded events documented
in the contract.
11. Safety, Environmental, and Site Requirements
* Comply with OSHA, EPA, Rhode Island DEM, fire prevention, electrical safety, lockout/tagout,
confined-space, spill prevention, and hazardous-material requirements.
* Provide current SDS documents before bringing regulated products to a site.
* Coordinate outages and maintain secure, clean work areas. Protect occupants, operations, building
systems, and property.
* Dispose of oils, coolant, filters, batteries, fuel, equipment, and regulated waste legally and provide
manifests or receipts when requested.
* Immediately report spills, unsafe conditions, property damage, injuries, and any condition affecting
emergency power readiness.
12. Pricing Schedule
Bidders must complete every applicable field. Use "N/A" only where permitted and explain. Prices
exclude taxes from which the City is exempt.
Preventive maintenance price Year 1 Year 2 Year 3 Option 1 Option 2
All listed generators - semiannual inspection
$________ $________ $________ $________ $________
and full-service PM
Year-specific items included in total $________ $________ $________ $________ $________
Straight
Labor classification Evening Saturday Sunday Holiday
time
Master / lead technician $_______/hr $_______/hr $_______/hr $_______/hr $_______/hr
Journeyperson / technician $_______/hr $_______/hr $_______/hr $_______/hr $_______/hr
Apprentice / helper $_______/hr $_______/hr $_______/hr $_______/hr $_______/hr
Project manager / engineer, if
$_______/hr $_______/hr $_______/hr $_______/hr $_______/hr
authorized
Other pricing factor Bid
Parts/material markup on documented net supplier cost ____________%
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