Emergency Generator Maintenance

Location:	Oklahoma
Posted:	Dec 1, 2025
Due:	Jan 7, 2026
Agency:	City of Tulsa
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	TAC 896B
Publication URL:	To access bid details, please log in.

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City of Tulsa

Finance Department

Invitation for Bid (IFB)

TAC 896B

Supplies or Services Requested: Emergency Generator Maintenance

Department: Water and Sewer

NIGP Commodity Code(s): 909-63, 936-39

Solicitation Schedule

EVENT

IFB Issue Date

DATE

12/01/2025

MANDATORY Pre-Bid Conference

2317 S. Jackson Ave., Tulsa, OK 74107

Deadline for Questions

Submitted to assigned buyer via email.

Bid Submission Date

Either mailed or delivered to City Clerk address. Bids

are open the day after the due date.

12/10/2025 at 1:00 PM CST

12/29/2025

10 Days prior to IFB due date

01/07/2026

If You have any questions or need additional information, contact the Assigned Buyer:

Angie Tune, Senior Buyer | atune@cityoftulsa.org

All questions should be emailed with TAC 896B on the subject line.

Submit Bids (sealed) to:

City of Tulsa – City Clerk’s Office

175 E. 2ND St., Suite 260

Tulsa, OK 74103

Bids (2 total:1 original, 1 copy) must be sealed and either mailed or delivered.

Write the Bid Number, Supplies or Service requested (as listed above) and Bid

Opening Date on the lower left corner of the outside of Your Bid envelope. Feel

free to use included packing slip. No faxed or emailed Bids will be considered.

Barring certain circumstances (Section III-5), Bids received after the stated date

and time will not be accepted and will be returned to the Bidder unopened.

TAC 896B | Emergency Generator Maintenance | Issue Date: 12/01/2025

I. STATEMENT OF PURPOSE:

1. Overview and Goals

The goal of this solicitation is to secure a source to purchase Emergency Generator Maintenance for

use by the Water and Sewer Department of the City of Tulsa.

2. Term of Contract

The City intends to award a one-year annual contract. The City may offer the Seller the opportunity

for additional one-year terms. The City also reserves the right to make multiple or partial awards. To

do business with the City, You must agree to the terms and conditions of the City’s standard

Purchase Agreement, indicated by Your Authorized Agent’s signature on the Purchase Agreement.

Capitalized terms used in this IFB and not defined in the Purchase Agreement shall have the

meanings as ascribed to them in Title 6, Chapter 4 of the Tulsa Revised Ordinances.

The entire Invitation for Bid (IFB), including any additional information submitted by Bidder and

Accepted by City will be included as part of the Agreement between Seller and City. All sheets of

this IFB (including Sections I-VI) must be submitted.

Authorized Agent

Several parts of the Bid (Affidavits, Purchase Agreement) must be signed by an “Authorized

Agent.” An Authorized Agent means an agent who is legally authorized to bind the Seller under the

law of the state in which the Seller is legally organized. For instance, under Oklahoma law, the

Authorized Agent for each of the following types of entities is as stated below:

o Corporations – the president, board chair or board vice chair (or the vice president if the corporation

was formed in Oklahoma) can sign; others can sign if they have and provide the City with (i) a corporate

resolution giving them authority to bind the Seller, and (ii) a recent certificate of secretary indicating

the authority is still valid and was in full force and effect on the date of the signature. (See IFB Section

VI for sample of a Certificate of Secretary)

o General Partnerships – any partner can sign to bind all partners.

o Limited Partnerships – the general partner must sign.

o Individuals – no additional authorization is required, but signatures must be witnessed and notarized.

o Sole Proprietorship – the owner can sign. Any other person can sign if s/he provides a recent Power

of Attorney, signed by the owner, authorizing him/her to bind the sole proprietorship.

o Limited Liability Company (LLC) – any manager of the LLC elected by the members of the LLC, or

any member signing as manager of the LLC. All other signers will need a Consent of Members signed

by all the Members of the LLC authorizing their signature on or up to 30 days before the date of their

signature. (See Section VI for sample of a Consent of Members)

Entities organized in states other than Oklahoma must follow the law of the state in which they are

organized.

IFB Rev 02/2024

TAC 896B | Emergency Generator Maintenance | Issue Date: 12/01/2025

II. SCOPE OF SERVICES AND SPECIFICATIONS

1. Scope of Services

The City is requesting Bids for Emergency Generator Maintenance for use by the Water and Sewer

Department.

Seller Qualifications

Seller response time for on-call issues is two (2) hours from the original call.

Delivery Requirements

All prices quoted shall be based on delivery F.O.B. Tulsa, Oklahoma or to any other points as may

be designated in the Specifications, with all charges prepaid by Seller to the actual point of delivery.

Bids must state the number of Days required for delivery under normal conditions.

Absolutely no items over 500lbs. may be directly shipped to the City requiring the City personnel to

unload from the shipping truck or trailer. The City carries no responsibility for any damages incurred

during an unloading occurrence. All unloading shall be the responsibility of the Seller and/or shipping

entity.

2. Specifications

The Bid must meet or exceed the following Specifications.

General:

This Annual Maintenance Agreement is for engine inspection and maintenance of twenty-four (24)

generators located at various locations throughout the City of Tulsa. Seller must honor all warranties

that remain on any of these generators.

The Seller, however, shall not perform any work, for any reason, that would jeopardize any warranty.

If the Seller performs work that invalidates the warranty, the Seller then becomes responsible to keep

the generators working for the remainder of the warranty period at no cost to the City of Tulsa. The

City of Tulsa, at its option, may elect to bill the Seller and the Seller will be required to pay for all

repairs until the end of the warranty period.

Work hours shall be established with Distribution Systems Preventive Maintenance group after the

Award of Bid.

The Seller will be responsible for compliance with all federal, state, and municipal laws, regulations,

and ordinances applicable to this work and also for the character and professional actions of its

employees at all times.

Requirements:

The Bidder must submit references with contact information with the Bid document.

Journeyman and apprentice/helpers must be licensed with the State of Oklahoma. The Bidder must

provide copies of license for any employee potentially doing work on this Agreement with the Bid

document.

The Bidder shall furnish (on two thumb drives or CDs) the most current Manufacturer’s List Price

(MLP). The name of the MLP and date of the MLP shall be furnished in written form.

IFB Rev 02/2024

TAC 896B | Emergency Generator Maintenance | Issue Date: 12/01/2025

Site Examination Required:

A Pre-Bid meeting including site visit will be mandatory. Each Bidder shall examine sites listed below

to ensure the full understanding of the difficulties which may be encountered prior to bidding.

Payment Procedure:

Payment will be made twice annually. Seller must submit an invoice to the Preventive Maintenance

Supervisor, City of Tulsa Distribution Systems at 2317 S Jackson Ave, Tulsa, OK 74107as well as

to APInvoices@cityoftulsa.org.

Repairs:

All repairs must be performed in accordance with these Specifications and be pre-approved by the

Preventive Maintenance representative.

Services Covered in Annual Agreement:

A. Full-service inspection and maintenance include these services to be performed annually, each

spring, per site:

1. Engine Lubricating System to include:

a. Change by-pass filter

b. Change engine oil

c. Change full flow filter

d. Change hydraulic/mechanical governor oil

e. Check engine oil level and pressure

f. Check hydraulic/mechanical governor oil level

g. Check for leaks

2. Engine Cooling System to include:

a. Change coolant filter (if equipped)

b. Check and clean low coolant sensors

c. Check anti-freeze and additive concentration

d. Check belt condition and tension

e. Check coolant level and temperature

f. Check drive pulley and water pump

g. Check fan hub

h. Check for leaks

i. Check for radiator air restriction

j. Check heat exchanger corrosive water treatment plugs (if equipped)

k. Check hoses and connections

l. Check motor operated louvers

m. Check operation of coolant heater

n. Check radiator duct work and fan shroud

o. Check thermostat and radiator cap (see note)

3. Engine Fuel System to include:

a. Change air filters per Preventative Maintenance (PM) Shop discretion

b. Change day tank supply filter (or clean)

c. Change float tank breather element (see note)

d. Change fuel filters

e. Change water separator filter (if equipped)

f. Check day tank fuel level

g. Check diesel engine primer pump (if equipped)

h. Check for leaks

IFB Rev 02/2024

TAC 896B | Emergency Generator Maintenance | Issue Date: 12/01/2025

i. Check fuel lines and connections

j. Check fuel transfer pump

k. Check governor control linkage

l. Drain LPG oil traps

m. Drain sediment from day tank where valve is readily available

n. Drain water separators

4. Full Load Bank Test

B. Services to be performed semi-annually, each spring and fall, per site:

1. Engine Air Intake System to include:

a. Check air cleaner restriction

b. Check all piping connections

c. Check for leaks

d. Clean air cleaner element and housing

e. Clean crankcase breather element (see note)

2. Engine Exhaust System to include:

a. Check exhaust restriction

b. Check for leaks

c. Drain exhaust condensation trap (if equipped)

d. Torque exhaust flange bolts

e. Torque exhaust manifold and turbocharger cap screws

3. Electrical System to include:

a. Check battery charging system and replace per PM Shop discretion

b. Check battery connections and terminals

c. Check battery electrolyte level

d. Check engine safety controls, alarms, and wiring

e. Check engine starting motor cranking current

4. Engine Related Systems to include:

a. Check engine for dirt/debris and clean vent screens

b. Check engine mounting hardware and tighten

c. Check for vibration and metal cracks

d. Check fuel injection pump and injector timing

e. Grease fan pillow block bearing (if equipped)

5. Main Generator to include:

a. Check air inlet and outlet restrictions

b. Clean generator per manufacturer’s instructions

c. Grease generator bearing (if equipped)

d. Perform operational load test with site load

6. Switchgear to include:

a. Check all control switches in “auto” and circuit breakers closed

b. Check automatic transfer switch

c. Check for operational instrumentation

d. Check power circuit breakers

e. Check start switch in “auto”

IFB Rev 02/2024

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

Bid ID:	TAC 896B
Addendum:	0
Bid Due Date:	1/7/2026
Description:	Emergency Generator Maintenance
Bid Document:	TAC 896B – Emergency Generator Maintenance.pdf
Attachments: