Inspections & Preventative Main. for Building Emergency Generators

Location:	Louisiana
Posted:	Aug 28, 2026
Due:	Sep 21, 2026
Agency:	State Government of Louisiana
Type of Government:	State & Local
Category:	H - Quality Control, Testing, and Inspection Services J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	50012-661-27
Publication URL:	To access bid details, please log in.

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INVITATION TO BID

DO NOT SHIP BASED UPON THIS BID

Bid Number: 50012-661-27

Bid Title:

Return this SIGNED form to:

Louisiana Tech University

Oﬃce of Purchasing

PO Box 3157

208 Keeny Circle, RM 408

Ruston, Louisiana 71272

Inspections and Preventative Maintenance of Building Emergency Generators

Bid Schedule:

Pre-Bid Conference:

Vendors are encouraged to visit listed sites, but no formal Pre-bid is scheduled

Bid Submission Deadline / Opening:

September 21, 2026 @ 2:00 PM

Bidder agrees to comply with all

conditions below and attached to this

request.

Prices are to be complete and the

FOB point is to be Louisiana Tech

University unless otherwise speciﬁed.

Bidder Information: (Bidder to provide all required information)

(Full Company Name)

(Full Street or Mailing Address)

(City)

(State)

(Zip)

(Phone)

(Email)

(Fax)

(Company Quote Number if Applicable)

PRICES MUST BE FIRM FOR AT LEAST 30 DAYS FROM BID OPENING DATE

FAILURE TO SIGN BELOW IN INK SHALL DISQUALIFY BID

Typed or Printed Name / Title

Authorized Signature

The Louisiana Tech University Oﬃce of Purchasing is seeking SEALED BIDS for the following:

Inspections and Preventative Maintenance of Building Emergency Generators

* A Bid Bond of 5% of total pricing for all inspections is required for this solicitation *

** This solicitation will result in the issuance of a Blanket Purchase Order covering the time frame October 1, 2026 to September 30, 2027

with the option to renew for two (2) additional one (1) year periods. **

**See Attached Bid Speciﬁcations for additional details**

ALL BIDS MUST BE RETURNED TO THE LOUISIANA TECH UNIVERSITY OFFICE OF PURCHASING VIA MAIL OR IN PERSON.

The Bidder is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. Louisiana Tech

University is not responsible for any delays caused by the bidder’s chosen means of delivery.

For questions regarding speciﬁcations, please contact the Oﬃce of Purchasing at 318-257-4205 or purchasing@latech.edu. Please ensure that

the above bid number appears on all communications.

IMPORTANT: If bidding other than requested brand and product number (or style), enclose suﬃcient literature to determine compliance with speciﬁcations. Failure to comply with this

request may eliminate your bid from consideration. Any manufacturer’s names, trade names, brand names, or catalog numbers used in the speciﬁcations are for the purpose of describing

and establishing general quality levels. Such references are not intended to be restrictive. Bids will be considered for any brand which meets or exceeds the quality of the speciﬁcations

listed for any items.

PUR2627028 Rev. 06/08/2026

The Louisiana Tech University Oﬃce of Purchasing is now accepting Sealed Bid solicitations for the Inspections and

Preventative Maintenance of Building Emergency Generators and associated transfer switches.

Louisiana Tech University currently owns and operates emergency / backup generators at many of the University’s buildings

/ facilities. These generators are of various makes, models, and ages (please see Attachment B for a complete listing of

each existing unit). This listing contains seven (7) entries that pricing will not be submitted as a part of this original

solicitation. These buildings are either under construction, renovation, or the generator is no longer functional and

requires replacement.

The Awarded Vendor shall perform all scheduled services for the building emergency generators installed throughout the

University’s facilities and properties. Services shall include one (1) annual inspection and preventative maintenance

service, one (1) semi-annual inspection and preventative maintenance service, and emergency services, as needed, on a

twenty-four (24) hour, seven (7) days a week basis.

This solicitation will result in the issuance of a blanket purchase order covering the initial time frame of October 1, 2026 to

September 30, 2027, with the option to renew this agreement for two (2) additional one (1) year periods, if both parties

mutually agree.

The Awarded Vendor shall be a licensed commercial contractor and in good standing with the Louisiana State Licensing

Board for Contractors. The Awarded Vendor shall also maintain a Classiﬁcation Type of Electrical with the above. The

Awarded Vendor shall be required to provide the University with a valid Certiﬁcate of Insurance that is compliant with the

‘Insurance Requirements for Contractors’ document attached to this solicitation which lists the University as a certiﬁcate

holder. The Awarded Vendor shall also be required to provide the University with subsequent Certiﬁcates of Insurance as

coverages renew or change. Failure to remain in good standing with the Louisiana State Licensing Board for Contractors

or failure to maintain suﬃcient insurance coverage will result in the cancellation of this agreement. Evidence of compliant

insurance coverage shall be required prior to the issuance of an award.

The University intends to award this solicitation to a single vendor based upon total pricing for all inspections. The

University reserves the right to reject any and all bids for any reason. The University further waives any informalities in

the bidding process.

Maintenance Schedule

All annual inspections and preventative maintenance shall be performed each year from October 1st to November 30th.

Annual inspections and preventative maintenance must be performed during regular business hours, Monday through

Friday, 7:30 AM to 4:00 PM. The Awarded Vendor shall contact the Director of the Physical Plant or his designee at least

seven (7) days prior to arrival onto campus.

All semi-annual inspections and preventative maintenance shall be performed each year from April 1st to May 31st. Semi-

annual inspections and preventative maintenance must be performed during regular business hours, Monday through

Friday, 7:30 AM to 4:00 PM. The Awarded Vendor shall contact the Director of the Physical Plant or his designee at least

seven (7) days prior to arrival onto campus.

PUR2627028 Rev. 06/08/2026

Annual Inspection and Preventative Maintenance Requirements

1. Batteries

a. Replace and install ALL starting batteries on a three-year replacement cycle or as needed because of

failure. The University will provide replacement batteries to the Awarded Vendor as needed.

b. Test generator starting batteries

2. Fuel

a. Replace the following:

i. Day tank ﬁlter

ii. Fuel Filter

iii. Fuel Elements

b. Inspect the fuel system for leaks

3. Oil

a. Change lube oil

b. Change all ﬁlters

4. Clean

a. Engine crankcase breather

b. Primary fuel ﬁlter screen

c. Generators inside and out

5. Air Cleaner and Air Induction System

a. Check the air cleaner elements and air induction system for any foreign material, remove unwanted

foreign materials

b. Replace air ﬁlter elements as needed

6. Turbo Charger

a. Check for end play and leaks

b. Adjust or repair as needed

7. Coolant

a. Flush coolant and replace with proper coolant mixture with inhibitors, per manufacturer’s guidelines

b. After coolant is replaced, warm-up system and check for proper coolant inhibitor strength and proper

antifreeze protection

c. Change all hoses and belts

8. Transfer Switches and Generator Bearings

a. Check all transfer switches with an infrared light for heat expansion of terminals

b. Lubricate all transfer switches and generator bearings

9. Doors and Cabinet Latches

a. Oil and check for proper operation

10. Load Bank Test

a. Perform a four (4) hour load bank test at 25%, 50%, and 80%

b. Load bank testing to be scheduled through the Director of the Physical Plant of his designee and shall be

performed during the Annual Inspection and Preventative Maintenance.

11. Operational Testing

a. Perform operational testing of generators and transfer switches

PUR2627028 Rev. 06/08/2026

Semi-Annual Inspection and Preventative Maintenance Requirements

1. Cooling System

a. Clean the radiator core for proper air ﬂow and repair as needed

b. Check and replace as needed:

i. Coolant inhibitor strength

ii. Coolant level

iii. Radiator cap and seal

c. Check for corrosion and leaks, repair as needed

d. Check the condition of all coolant hoses and clamps, replace as needed

2. Fuel System

a. Check for leaks and the proper operation of the day tank and transfer pumps, repair as needed

b. Drain water and sediment from the day tank

c. Check the condition of the ﬂex fuel lines, replace as needed

3. Batteries

a. Check:

i. Cable and connections

ii. Speciﬁc gravity and electrolyte levels

iii. Battery voltage

iv. For proper operation

b. Replace any defective batteries, as needed. The University will provide replacement batteries to the

Awarded Vendor as needed.

4. Terminal Strip Connections

a. Tighten and / or repair all

5. Control Panel Relays and Connections

a. Tighten and / or repair all

6. Governor Linkage

a. Check for proper operation

b. Adjust and / or tighten as needed

7. Check the following and repair as needed

a. Lube oil level, add ﬂuid as necessary

b. Fan belt(s), adjust tension and / or replace

c. Exhaust system, including ﬂex couplings and rain ﬂashing

d. Air cleaner elements, including cleaner seals and indicators

e. Water jacket heater and heater control circuit

f. Generator air gap and the generator leads installation

g. Collector rings and brushes

h. Nuts and bolts for excess noise and vibration, tighten as necessary

i. Crank termination time, cranking voltage drop, and engine instruments

j. Remote fan motors and pumps

k. Louver operation

l. Safety shutdown voltage drop across the automatic transfer switch contacts

8. Fuel Testing

a. The Awarded Vendor shall sample each fuel tank using a dipstick and water-detection paste. Should any

water be identiﬁed, the University should be immediately notiﬁed and a quote for fuel polishing should

be provided to the University with the inspection report.

The Awarded Vendor shall perform all tasks related to the annual and semi-annual inspections and preventative

maintenance in accordance with the generator manufacturer’s published maintenance requirements. The Awarded

PUR2627028 Rev. 06/08/2026

Vendor shall report deﬁciencies requiring corrective action to the University in writing within seventy-two (72) hours of

service completion. The Awarded Vendor shall provide written service reports to the University documenting maintenance

performed, test results, and deﬁciencies identiﬁed within seventy-two (72) hours of service completion. The Awarded

Vendor shall be an authorized service provider for the generator types listed, and all services must be performed in

accordance with the manufacturer’s recommended maintenance requirements.

Emergency Services

Emergency Services shall be provided by the Awarded Vendor on an as-needed basis. Emergency Services shall consist of

labor and parts for all generators noted in Attachment B. Emergency callout response times shall not exceed twenty-four

(24) hours unless approved in writing or by email by the Director of the Physical Plant or designee.

All prospective vendors are to complete the Vendor Certiﬁcation Form (Attachment A), which will provide primary and

emergency vendor contact information. The Awarded Vendor is also required to update this contact information should

staﬃng changes occur.

In the event of an emergency callout, the Awarded Vendor shall provide the University with a detailed billing statement

indicating date and time of arrival, technician(s) name, location of emergency callout, nature of emergency service, service

conducted, parts replaced or remediation actions taken, and date and time of departure.

Repair Parts and Materials

The Awarded Vendor shall furnish all materials, parts, and labor necessary to replace and / or repair the generators noted

within these speciﬁcations. All parts shall be original equipment manufacturer (OEM) parts; aftermarket parts / products

will not be accepted. The Awarded Vendor shall be responsible for the proper disposal of all used materials and / or parts,

including but not limited to ﬂuids, oils, etc.

The Awarded Vendor shall have access to major repair parts within a twenty-four (24) hour period. If additional time is

needed, the Awarded Vendor shall notify the University in writing or by email of the delay. The University shall be notiﬁed

in writing or by email of any delays in repairs due to the inability to locate supplies or replacement parts.

Pricing

Vendors shall provide pricing for the following items:

1. Per unit yearly pricing for Annual Inspection and Preventative Maintenance Service

2. Per unit yearly pricing for Semi-Annual Inspection and Preventative Maintenance Service

3. Fixed hourly labor rate for normal business hours service (Monday – Friday 8:00 AM to 5:00 PM excluding holidays)

for repairs not covered in the Annual Inspection and Preventative Maintenance Service

4. Fixed hourly labor rate for overtime hours (outside of normal business hours above) for repairs not covered in the

Annual Inspection and Preventative Maintenance Service

5. Fixed hourly labor rate for weekends and University holidays for repairs not covered in the Annual Inspection and

Preventative Maintenance Service

6. Emergency call-out fee, if applicable

The per unit pricing provided by vendors shall include all costs associated with the inspections and preventative

maintenance, including parts (included in the preventative maintenance speciﬁcations), labor, travel, per diem, lodging,

etc. These costs shall not be included as separate line items on this invitation to bid, nor shall the Awarded Vendor include

these costs on any invoice to the University.

PUR2627028 Rev. 06/08/2026

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number	Description	Date Issued	Bid Open Date/Time
50012-661-27	Inspections & Preventative Main. for Building Emergency Generators Original: 50012-661-27	08/28/2026	09/21/2026 2:00:00 PM CT

Department	++ University - Louisiana Tech University
Section	Purchasing Department
Dept Code	50012
Contact	Melissa Hughes
Address	P.O. Box 3157 408 Keeny Hall Ruston, LA 71272
Phone	318-257-4205
Fax	318-257-3772
Email	mhughes@latech.edu

Inspections & Preventative Main. for Building Emergency Generators

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See also