On-Call Maintenance, Repair, and Testing of Emergency Generators and Automatic Transfer Switches

Request for Proposal No. P-130000871
Tuesday, March 17, 2026
Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts
Division for On-Call Maintenance, Repair, and Testing of Emergency Generators and
Automatic Transfer Switches, in accordance with this Request for Proposal.
Closing Date and Time
One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the
Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing
Representative must be submitted prior to:
Tuesday, April 14, 2026, at 4:00PM PST
Sealed proposals shall be delivered by courier, express mail, or in person to:
Purchasing & Contracts Division
City of San Buenaventura
501 Poli Street, Room 102
Ventura, CA 93001

RFP No. P-130000871 On-Call Maintenance,
Repair, and Testing of Emergency Generators and
Automatic Transfer Switches
TABLE OF CONTENTS
1. Instructions to Bidders
1.1. RFP Timeline
1.2. Mandatory Pre-Bid Meeting
1.3. Question and Answer Period
1.4. Proposal Submission
1.5. Elevated Consultant Interviews
1.6. Proposal Format
1.7. Agreement
1.8. Insurance Requirements
1.9. Agreement Prices
1.10. Term of Agreement
1.11. Subcontracting
1.12. Communications with City Staff or Elected City Representatives
2. Scope of Services
2.1. Scope of Services
2.2. General Specifications
2.3. Contractor Rates
3. Proposals
3.1. Evaluation of Proposals
3.2. Proposal Format and Requirements
3.3. Required upon Successful Award of Bid
3.4. Special Requirements
3.5. Proposal Authorization Sheet
ATTACHMENTS
* Attachment A - General Provisions for Standard Form Contracts
* Attachment B - Small Local Business Purchasing Preference Certification
* Attachment C - General Services Agreement
EXHIBITS
* Exhibit A - General Services Agreement (SCOPE OF SERVICES) Left blank intentionally
* Exhibit B - General Services Agreement (SCHEDULE OF COMPENSATION) Left blank
intentionally
* Exhibit C - General Services Agreement (INSURANCE REQUIREMENTS)

RFP No. P-130000871 On-Call Maintenance,
Repair, and Testing of Emergency Generators and
Automatic Transfer Switches
1. INSTRUCTIONS TO BIDDERS
1.1 Request for Proposal Timeline
Release of Request for Proposal Tuesday, March 17, 2026
Mandatory Pre-Bid Meeting Tuesday, March 31, 2026, at 10:00AM PST
Questions to be submitted via Email Wednesday, April 1, 2026, at 2:00PM PST
Addendum to be Issued, if required Thursday, April 2, 2026
Proposal Submission Deadline Tuesday, April 14, 2026, at 4:00PM PST
1.2 Mandatory Pre-Bid Meeting
A mandatory pre-bid meeting will be held online via Teams on Tuesday, March 31, 2026, at
10:00AM PST. Attendance of the Pre-Bid Meeting is mandatory to submit a response to the
RFP. Proposals submitted on which the Pre-Bid Meeting has not been attended will be
considered non-responsive and rejected. Please RSVP to the Purchasing Supervisor, Nicole
Supan, at nsupan@cityofventura.ca.gov to reserve your spot in the meeting.
1.3 Question and Answer Period:
All questions regarding this Request for Proposal (RFP) shall be submitted via email to Nicole
Supan, Purchasing Supervisor, at nsupan@cityofventura.ca.gov PRIOR to Wednesday,
April 1, 2026, at 2:00 PM. Any questions submitted after the deadline shall be rejected. All
questions will be answered in the form of an addendum.
1.4 Proposal Submission:
To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the
Responder's responsibility to ensure that its/their proposal arrives on or before the specified
time. Proposers shall provide one (1) hard copy in a SEALED envelope clearly marked with
the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing
Supervisor, Nicole Supan at nsupan@cityofventura.ca.gov, submitted on or before Tuesday,
April 14, 2026, at 4:00 PM PST. If discrepancies are found between the hard copy and the
PDF, the hard copy will provide the basis for resolving such discrepancies. If no document
can be identified as the original, proposal may be rejected at the discretion of the City.
No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be
considered in the absence of a hard copy sealed proposal.
Proposals received after the scheduled submittal deadline will be returned. Proposals
postmarked prior to submittal deadline, but received after the deadline, will be returned.
1.5 Elevated Consultant Interviews
The City may elect, at its option, to elevate the most qualified firms to an interview phase.

RFP No. P-130000871 On-Call Maintenance,
Repair, and Testing of Emergency Generators and
Automatic Transfer Switches
1.6 Proposal Format:
Proposals must be submitted in the format described in the Proposal Format and
Requirements Section No. 3.2. Proposals must be complete in all respects as required in the
Proposal Format and Requirements Section. Proposals are to be prepared in such a way as
to provide a straightforward, concise description of capabilities to satisfy the requirements of
the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary
or desired. Emphasis should be concentrated on conformance to the RFP instructions,
responsiveness to the RFP requirements, and on completeness and clarity of content. A
proposal may not be considered if it is conditional or incomplete.
1.7 Agreement:
A copy of the City of Ventura's General Services Agreement, Attachment "C" is included
herein, as it will be the document executed into a final contract between the City and the
awarded Consultant. You do not have to return Attachment "C" with your proposal submission;
the sample General Services Agreement is provided for reference only and does not have to
be returned with the bid.
1.8 Insurance Requirements:
Successful firm shall provide insurance as noted in Exhibit "C" of Attachment "C" General
Services Agreement.
1.9 Agreement Prices:
At any time during the course of this anticipated contract the City may alter the Scope of Work,
making changes to the assignments and times indicated, and/or adding or deleting
assignments as deemed necessary. The City and firm will negotiate changes to the contract
pricing accordingly.
Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments,
if allowed under this Contract, must be requested in writing and accompanied by the required
information to substantiate the request for price adjustment, as set forth in the Contract. No
price adjustment allowable under this Contract will be granted retroactively. The CITY must
also be given the benefit of any decline in prices. If any price increase is granted by the CITY,
the increase shall not be greater than the Consumer Price Index (CPI) of the current year.
1.10 Term of Agreement
The initial term of this Agreement shall commence as soon as possible and will continue for a
period of one (1) year. The City may elect, at its own option, to renew this Agreement for four
additional one-year increments. Initial term, plus any option to extend shall not exceed a total
of five years.
1.11 Subcontracting:
No Subcontracting any portion of Consultant's duties under this agreement without prior
written consent of the City.
1.12 Communication with City Staff or Elected City Representatives:
Any communication with City staff or City Elected Representatives, except for the Purchasing

RFP No. P-130000871 On-Call Maintenance,
Repair, and Testing of Emergency Generators and
Automatic Transfer Switches
and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could
result in rejection of the proposal.
Copies of the proposal package and subsequent addenda may be obtained at
www.cityofventura.ca.gov/bids.

RFP No. P-130000871 On-Call Maintenance,
Repair, and Testing of Emergency Generators and
Automatic Transfer Switches
2. SCOPE OF SERVICES
2.1 Scope of Services
The Contractor shall provide comprehensive maintenance, repair, and testing for City-owned
emergency generators and Automatic Transfer Switches (ATS) at various locations in
accordance with National Fire Protection Association (NFPA) 110 standards.
Awarded contractor shall furnish all labor, materials, tools, equipment, specialized equipment
(such as portable load banks), supplies, services, tasks, and incidental and customary work to
competently perform maintenance and repair work at various City facilities to maintain 100%
system readiness.
The work will include a variety of tasks including but not limited to inspections of engine fluids
and batteries, functional transfer testing of the ATS, and annual load bank testing to verify
rated capacity and prevent wet stacking. As part of the operational standards, the Contractor
must manually exercise all system circuit breakers to ensure mechanisms are functional; any
breakers showing physical resistance or "mushy" response must be documented in the
inspection report for immediate replacement. All work shall meet the National Electric Code
(NEC) and NFPA regulations.
Master Service Schedule and Execution
The following service items constitute the core operational cycle. All "Annual" items must be
performed within a single mobilization per site, unless otherwise directed by the City, to ensure
efficiency and minimize operational impact.
Service Category Description of Requirement Frequency
24/7 Troubleshooting and restoration of critical
Emergency Repair As Needed
power failures.
Visual/Mechanical inspection and cleaning of
ATS Physical Audit Annually
transfer mechanisms.
Contact resistance testing and millivolt drop
ATS Diagnostic Test Annually
analysis.
Full simulated power failure to verify TDES, TDNE,
Transfer Simulation Annually
and TDEN timers.
Resistive load bank testing at 100% nameplate
Full Capacity Load Test Annually
rating for 1 hour.

RFP No. P-130000871 On-Call Maintenance,
Repair, and Testing of Emergency Generators and
Automatic Transfer Switches
Delivery of digital and hard-copy reports for
Compliance Reporting Annually
NEC/VCAPCD Permit records.
Automatic Transfer Switches
Maintenance includes but is not limited to:
* Lubrication of all moving parts and pivot points with manufacturer approved
lubricants
* Contact resistance testing (micro-ohm meter) if pitting is observed on the main
contacts
* De-energizing or isolating the switch as appropriate, utilizing by-pass
mechanisms where applicable
* Replacement or repair of contactors, control boards, and sensing wires as
needed to prevent system downtime.
Operational Transition Testing includes but is not limited to:
* Initiation of test by de-energizing the utility power to verify the ATS sends a "start"
signal to the generator
* For 4-pole switches - verification of the proper operation of the switched neutral
to prevent circulating currents.
* Recordation and verification of Time Delay Engine Start (TDES), Time Delay
Normal to Emergency (TDNE) and Time Delay Emergency to Normal (TDEN)
Emergency Generator Load Bank Testing
The Contractor shall provide resistive load bank testing to verify the generator's ability to
handle its full rated kilowatt capacity.
Pretest Safety and Setup include but is not limited to:
* Verification of engine oil, coolant levels, and fuel supply are sufficient for high load run.
* Inspection of radiator core for blockages
* Connection of load bank to the generator's main circuit breaker using temporary power
cables rated for the total amperage
Incremental Loading includes but is not limited to:
* Phase 1 (Warm-up): Gradually increase the load in steps (e.g., 25%, 50%, 75%) to allow
the engine to reach optimal operating temperature.
* Phase 2 (The One-Hour Run): Maintain the generator at 100% of its nameplate kW rating
for a minimum of one continuous hour.

RFP No. P-130000871 On-Call Maintenance,
Repair, and Testing of Emergency Generators and
Automatic Transfer Switches
Data Monitoring and Compliance Reporting
* 15-Minute Records: During the load test, record voltage (all phases), amperage,
frequency (Hz), oil pressure, and coolant temperature.
* Wet-Stacking Mitigation: Observe the exhaust stack for signs of unburnt fuel and ensure
the load test successfully burns off carbon deposits.
* Compliance Reports: Compile all data into formal reports for City electrical permits and
NEC requirements.
* Submission Deadline: All final reports and certifications must be delivered to the City
representative within seven (7) business days of the completion of the annual testing.
* All maintenance should be completed in strict adherence with VCAPCD permit
requirements.
Emergency Generator Locations
Location Address
City Hall 501 Poli St., Ventura, CA 93001
Police Fire Headquarters 1425 Dowell Dr., Ventura, CA 93003
Maintenance Yard 336 San Jon Rd., Ventura, CA 93003
Fire Station 1 717 N. Ventura Ave., Ventura, CA 93001
Fire Station 2 41 S. Seaward Ave., Ventura, CA 93003
Fire Station 3 5838 Telegraph Rd., Ventura, CA 93003
Fire Station 4 8303 Telephone Rd., Ventura, CA 93004
Fire Station 5 4225 E. Main St., Ventura, CA 93003
Fire Station 6 10797 Darling Rd., Ventura, CA 93003
Fire Station 7 2269 Alessandro Dr., Ventura, CA 93001
2.3 General Specifications
Licensing and Professional Certification
Contractor shall have and maintain a State of California CSLB Classification C-10 Electrical
Contractor's License.
Security and Background Requirements
All Contractors personnel employed under this contract and any subcontractors working on
City property shall be required to pass a security clearance (fingerprinting and background
check) administered by the Ventura Police Department (Exhibit X). Any persons not cleared by
the Ventura Police Department shall not be allowed to work under this contract and on City
property.
Physical Keys, access cards or key fobs (KEYS) required to access work areas shall be
obtained from the Facilities Maintenance Supervisor. Receipt of keys shall be documented on
the City's standard access request form (Exhibit X) and signed for by the Contractor or their

RFP No. P-130000871 On-Call Maintenance,
Repair, and Testing of Emergency Generators and
Automatic Transfer Switches
authorized representative. Upon completion of the contract, all keys shall be returned to the
Facilities Maintenance Supervisor. If Contractor fails to return all keys issued, or loses keys,
Contractor shall be liable for the total cost of labor and material to re-key all areas accessible
with each non-returned key.
Emergency Response
The Contractor shall respond to all unscheduled emergency repairs as required, 24 hours per
day, 365 days per year, including holidays. The Contractor must be on-site and able to initiate
repairs to restore emergency generator power to City facilities during utility outages or
equipment failures within 1 hour of the initial communication from the City.
The Contractor is to provide a specified representative and should the phone numbers or
contact persons change during the term of the contract those changes shall be provided to the
City.
Non-Emergency Response
The Contractor shall respond within 24 hours upon notification of a service request. A non-
emergency call covers problems with equipment not considered to be critical to the operations
of the City.
Parts
Parts supplied by the Contractor for equipment covered under this contract shall be as
recommended by the respective equipment's manufacturer or an acceptable equivalent. No
substitutions under this agreement without prior written consent of the City.
Safety
All work conducted by the contractor and its representative shall conform to current applicable
California Occupational Safety and Health Administration (CAL-OSHA) laws and regulations.
Contractor shall maintain safety certifications and provide city with copies of training records.
Contractor must strive to maintain good public relations at all times. The work must be
conducted in a manner, which will cause the least possible interference and annoyance to the
public. Work must be performed by competent employees and supervised by an experienced,
foreman or supervisor.
The Contractor is responsible for the legal disposal of all hazardous materials in accordance
with EPA and local regulations.
Accident Reporting

RFP No. P-130000871 On-Call Maintenance,
Repair, and Testing of Emergency Generators and
Automatic Transfer Switches
Contractor shall immediately notify the City of any accident, regardless of whether or not injury
or damage is evident, involving the contractor's staff, vehicles, or equipment while on the work
site. Contractor shall take photo documentation of damage and immediately report to
appropriate City contact. Contractor shall document any damage that exists before the onset
of work. The Contractor shall take photographs of existing damage and report to appropriate
City contact prior to commencing any work. Any damage caused as a result of the
Contractor's actions shall be the sole responsibility of the Contractor to repair or pay in full for
damages.
Record Keeping
Contractor shall maintain and provide records and/or associated drawings of all repairs done to
any City system.
Invoicing/Billing
Invoicing for services rendered are required for proper payment. The work must be identified
on the invoice.