1 - SOW - Preventive Maintenance and Repair of Motor Equipment.pdf

Appendix A - Statement of Work

APPENDIX A

STATEMENT OF WORK

FOR

Preventive Maintenance and Repair of Motor Equipment, Low Speed Electric Vehicles and

Trailers Located at NREL’s South Table Mountain, Flatirons and South Table Mountain

Energy Park Campuses

Revision 0

June 3, 2024

1) Background:

The National Renewable Energy Laboratory (NREL) is a national laboratory owned by the U.S. Department of Energy (DOE). NREL is the only federal laboratory dedicated to research, development, commercialization, and deployment of renewable energy and energy efficiency technologies. NREL is managed and operated for DOE’s Office of Energy Efficiency and Renewable Energy by The Alliance for Sustainable Energy (Alliance), the “M&O Contractor”.

NREL takes pride in its world-class research, talented staff, sustainable campus, and results that positively impact our local, national and global communities. On the NREL sites there are state-of-the-art facilities available to industry entrepreneurs, engineers, scientists, and universities for researching and developing their energy technologies. The National Renewable Energy Laboratory (NREL) consists of three campuses in Colorado, with 65+ buildings that range in age from new construction to 40+ years old. NREL appoints internal Facility Managers to manage multiple buildings throughout all campuses.

The Subcontractor shall provide all personnel, labor, management, tools, equipment, and services necessary to ensure that preventive maintenance and repair of motor equipment, low speed electric vehicles and trailers is performed at NREL campuses. The Subcontractor shall ensure that all objectives outlined in this Appendix A – Statement of Work are met in a timely and professional manner.

Many services performed by Subcontractors on-site at NREL are applicable to Service Contract Labor Standards Wage Determinations. Subcontractor shall reference the executed Subcontract Schedule or Purchase Order to confirm SCLS applicability.

2) Description of Work:

a) Minimum Inspection Requirements

1. The Subcontractor shall perform one (1) annual preventative maintenance per manufacturer’s recommendations listed in Exhibit A.

2. Each preventive maintenance will include, at a minimum, the following:

i. Engine oils and filter replacement

ii. Hydraulic oils and filter replacement (if applicable)

iii. Lubrication or grease of chassis components

iv. Inspection report of asset condition (inspection form)

v. NOTE: If dangerous conditions exist and Lock-Out-Tag-Out is required or may be required, the Subcontractor shall notify the NREL TM or their designee and the ESH&Q Point of Contact immediately.

3. The Subcontractor shall provide Inspection Reports within 3 business days of each completed inspection. Reports shall include the following:

i. Record results of all inspections.

ii. Prior to servicing, take photographs of any damage, defects, or deficiencies, identified.

iii. Inform NREL TM of all deficiencies identified.

iv. Provide NREL TM with recommendations for corrective actions including quotes on parts, availability and labor.

b) Variable Services: As-Needed Repairs

i. Subcontractor shall provide repair services for the motor equipment, low speed electric vehicles and trailers. The Subcontractor’s repairs on equipment shall meet manufacturer's recommendations.

a. Subcontractor shall provide cost estimates prior to performing work

b. Subcontractor shall provide labor, tools, and equipment required to perform maintenance and repairs on the equipment

c. Subcontractor shall include a service report at the time-of-service call outlining which equipment was serviced/repaired during that visit, the nature and extent of service/repair provided on each service call, and any imminent repairs required including safety issues where the piece of equipment needs to be locked out.

d. Standard Request response time shall be within 24 hours to acknowledge the NREL TM request for service.

i. Quote to be provided to NREL’s TM within 5 business days of initial request unless otherwise noted by the Technical Monitor.

e. Subcontractor shall respond to repair requests within 5 business days.

f. Subcontractor shall perform repairs within 5 business days after receiving parts required for repair.

g. The Subcontractor shall provide all required replacement parts.

i. Quotes for replacement parts to be provided with service quote within 5 business days for standard requests.

ii. Original manufacturer replacement parts shall be used when replacing parts.

iii. In the event that original manufacturer parts present significant supply chain delivery delays, proposal for use of third-party parts may be considered by the NREL Technical Monitor.

iv. The cost of all requested repairs must be approved by NREL’s TM prior to performance of any and all repairs.

h. The Subcontractor shall not exceed the stated contingency funding as outlined in the Subcontract or Purchase Order.

i. In the event that estimated repairs, parts, or a combination of both meet or exceed 85% of the contingency funding on the Subcontract – the Subcontractor shall notify both the NREL TM and NREL SA of such when providing the quote for those services and parts (within 48 hours of initial request).

ii. Additional funds cannot be awarded without the review and concurrence of the NREL SA listed in the Subcontract.

c) Personnel Requirements

1. Subcontractor Employees (All Staff):

i. The Subcontractor must assure that the employees/subcontractors have sufficient English language speaking skills and/or interpretive services available to successfully communicate with the NREL TM at each site.

2. Technician

i. All Subcontractor employees working on-site as Technicians must meet the following qualifications:

a. Minimum of ten (10) years’ experience working with heavy equipment

3. Supervisor

i. The Subcontractor shall assign at least two (one primary and one backup) technicians with all contact information to be provided to the NREL TM in writing prior to the execution of the Subcontract or within 48 hours of any personnel change via written notice to NREL TM.

3) Exhibits

1. Exhibit A – List of Equipment/Series

4) NREL Points of Contact:

a) NREL Technical Monitor (TM)

1. The Primary TM for this requirement is Elizabeth Latino, Elizabeth.Latino@nrel.gov,

(303) 598-9745.

2. The Secondary TM and main point of contact for this requirement is Matthew Lynch, Matthew.Lynch@nrel.gov, (303) 598-2772.

3. The Subcontractor is responsible for coordinating all questions, problems, or operational technical matters of this subcontract with the NREL TM.

4. In the event the NREL TM is not available at the time of the request, operational questions can be directed to the NREL Work Control Center (WCC) at (303) 384- 7344.

b) NREL ESH&Q Point of Contact(s):

1. The Primary ESH&Q Point of Contact for this requirement is Steve Aldrige, Steve.Aldridge@nrel.gov, (720) 490-0064.

2. The Secondary ESH&Q Point of Contact for this requirement is John Boysen, John.Boysen@nrel.gov, (720) 641-1107.

c) NREL Subcontract Administrator (SA)

1. Contractual questions shall be directed to the SA listed in the Subcontract Schedule or Purchase Order.

5) Environmental, Safety, Health, and Quality (ESH&Q) & Security:

a) All Subcontractor employees are to wear a NREL identification badge on their outer garment, upper portion of their body at all times while on the premises.

1. Subcontractors will not be allowed on site without badges.

2. All issued badges must be returned immediately to the Site Entrance Building upon termination of the work at NREL.

mailto:Elizabeth.Latino@nrel.gov mailto:Matthew.Lynch@nrel.gov mailto:Steve.Aldridge@nrel.gov mailto:John.Boysen@nrel.gov

b) The Subcontractor shall comply with all safety requirements at the following website:

https://www.nrel.gov/about/ehs-construction.html

i. At a minimum, the Service and Maintenance Subcontractor Environment, Safety & Health Manual is applicable to this SOW.

ii. The Subcontractor shall submit an Environmental, Safety, and Health Risk Evaluation Worksheet.

iii. The Subcontractor shall provide proper personal protection equipment.

iv. The Subcontractor shall attend a NREL Contractor Safety Orientation meeting with a

NREL Environmental Safety, Health, and Quality (ESH&Q) representative.

6) Working Hours:

NREL regular business hours are 7:00am to 5:00pm., Monday through Friday except NREL recognized holidays. The Subcontractor personnel scheduled to work during non-working hours must notify the NREL TM prior to the start of work to ensure the Site Entrance Building has knowledge of the Subcontractor coming on-site after-hours.

The days designated as NREL holidays (i.e., New Year’s Day, Martin Luther King Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day) are not NREL workdays. If a NREL holiday falls on a Saturday or Sunday, the preceding Friday or the following Monday may not be a NREL workday. The Friday after Thanksgiving is not a NREL workday.

7) Locations:

a) The Subcontractor shall perform services outlined in this Appendix A – Statement of

Work at the following locations. Future locations may be added or removed via mutually agreed to Subcontract modification completed by the NREL Subcontract Administrator.

1. South Table Mountain Site (STM), 15013 Denver West Pkwy, Golden, CO 80401.

2. Flatirons Campus (FC), 19001 W. 119th Avenue, Arvada, CO 80007.

3. STEP, 15445 S Golden Rd, Golden, CO 80401

b) Please reference the maps located on the NREL website links below. See Technical Monitor for additional information on locations as necessary.

1. Golden STM Campus: https://www.nrel.gov/about/golden.html

2. Flatirons Campus: https://www.nrel.gov/about/flatirons-campus.html

3. STEP: South Table Mountain Energy Park Map (nrel.gov)

8) Glossary:

a) Definitions:

1. As-Needed – Any service required beyond the regularly scheduled tasks to ensure performance standards are met. May be at the request of the NREL Technical Monitor (TM) or On-Site Supervisor based on each individual situation encountered.

2. NREL – National Renewable Energy Laboratory

3. SOW – Statement of Work

4. TM – Technical Monitor

5. SA – Subcontract Administrator https://www.nrel.gov/about/ehs-construction.html https://www.nrel.gov/about/golden.html https://www.nrel.gov/about/flatirons-campus.html https://thesource.nrel.gov/docs/thesourcelibraries/campus-expansion/south-table-mountain-energy-park-map.pdf?sfvrsn=75b36a4c_1

6. SCLS – Service Contract Labor Standards

7. LSEV - Low Speed Electric Vehicles - A motor vehicle with four wheels, a gross vehicle weight rating of 3,000 pounds or less, and capable of achieving a minimum speed of 20 miles per hour (mph) and a maximum speed of 25 mph

b) Location Acronyms:

1. STM – South Table Mountain Campus

2. FC – Flatirons Campus

3. STEP – South Table Mountain Energy Park