Statement of Work - Amendment 0001.pdf

Statement of Work Preventative Maintenance and Service of Emergency Generators

Located at Oxford Cooperative Laboratory 904 South Morris Street

Oxford, MD 21654

1.0 Background

The Cooperative Oxford Laboratory (COL) is a government owned laboratory, located at 904 South Morris Street, Oxford MD 21654, and is seeking the services of a company that will inspect, calibrate and provide preventative maintenance services of six (6) Emergency Generators and related switch gear and transfer switches located at the COL on a quarterly and annual basis. The campus has six Emergency Generators with related switch gear and transfer switches. Two of the emergency generators are located near building 1, one is located by building 3, one is located by building 8, one is located by building 9, and one is located by building 13. The Contractor shall respond to emergency calls 24 hours a day, 365 days a year.

2.0 Objectives

The objective is for COL to obtain a multi -year firm fixed price contract for a qualified Contractor to perform the quarterly and annual preventative maintenance and safety code inspection support services for the three Emergency Generators, switch gear and transfer switches located at the Cooperative Oxford Laboratory, 904 South Morris Street, Oxford MD 21654. The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to effectively and efficiently fulfill all the requirements of this Statement of Work (SOW).

Their performance characteristics are subject to moderate use in operating times and pressure loads which are in line with most properties and equipment in the Contractors experience. As stipulated the six generators, switch gear and transfer switches and associated equipment included in this Statement of Work (SOW) requires preventative maintenance, service, repair, inspection, and testing similar to most moderately used emergency generators. The term of this requirement is intended to consist of a one (1) year base period with four (4) one (1) year option periods.

Site Visit:

Offerors are strongly encouraged (but not required) to conduct a site visit to review all existing conditions affecting the requirements in this statement of work, and to familiarize themselves with site constraints, building layout and conditions for purposes of formulating quotes. It is the Contractor’s responsibility to confirm existing conditions and evaluate requirements listed in the Statement of Work herein. Failure to determine existing conditions will not be considered a basis for granting additional compensation. Offerors wishing to schedule a site visit shall contact the Government Technical POC:

Greg Wilson Phone: (443) 684-5393 greg.wilson@noaa.gov

3.0 Scope

The contractor shall provide the COL with the expert preventative maintenance, testing and calibration on a quarterly and annual basis along with providing full service.

Full Service coverage shall include unlimited 24/7 emergency service. Emergency service calls shall be returned within 30 minutes. On-site response time shall be within four (4) hours or less when on- site support is required. Full Service coverage includes 100% parts, labor, travel, and on-site time for both remedial and emergency repairs. Full Service does not include full-string capacitor replacements.

mailto:greg.wilson@noaa.gov

3.1 Service and Repair

The contractor shall provide the COL with the expert preventative maintenance, testing, calibration and remedial repairs during their quarterly and annual visits along with providing all filters, belts, oil and the antifreeze for the cooling system. The services required are characterized by performance of consistently reliable maintenance and service procedures.

Equipment shall be kept in fine tune condition by appropriate remedial repairs, maintenance, calibration and adjustments for peak effectiveness and efficiency, responsiveness on the part of the contractor when any remedial repair or adjustment is needed during quarterly visits. The list of required tasks and requirements are provided at the bottom of the statement of work.

Contractor employees shall immediately upon arriving to the job site; check-in with the building receptionist at the front desk and immediately prior to their departure from the job site shall check-out with the Receptionist at the front desk. During afterhours callbacks; the contractor employees shall check-in with the building engineer on duty at the rear of the building at the loading dock office.

Each technician shall be trained in the following:

• Lockout – tag out

• Electrical safety – high voltage

• Hazardous communications

• Personal protective equipment

• Fall protection

3.2 Quarterly/Annual Maintenance Inspections

The contractor shall provide COL with the expert maintenance services. The contractor shall provide labor and material to perform Quarterly and Annual maintenance and inspections in accordance with the tasks and deliverable schedule in section 5.0. The contractor shall furnish all minor repair labor and materials for the system including the equipment listed below. The service contractor shall furnish all labor, material, lubricants, filters, piping, electrical devices, travel expense, tools, test equipment, machinery and equipment necessary to complete performance of all aspects of Maintenance and Inspections described in this Statement of Work.

3.3 Emergency Calls:

The Contractor shall respond to emergency calls 24 hours a day, 365 days a year. Emergency service calls shall be returned within 30 minutes. On-site response time shall be within four hours or less when on- site support is required. This contract includes a one-time Not to Exceed amount of $2500.00 per annual period of performance. Emergency services or repairs shall not exceed $2500.00 per year without written approval from the Contracting Officer. If the Contractor determines emergency services will exceed the “Not to Exceed” balance amount, the Contractor shall immediately inform the Government Technical Point of Contact, and shall provide a written quotation for emergency services to the Government Technical Point of Contact and the Contracting Officer. The Government will not be liable for emergency services rendered by the contractor that exceeds the one-time Not to Exceed amount without written approval from a Contracting Officer.

Emergency Services/repairs that are determined by the Government to be out of scope of the contract, will be accomplished in accordance with current Government procurement regulations and policies. Full Service coverage includes 100% parts, labor, travel, and on-site time for both remedial repairs. and emergency repairs. Full Service does not include full-string capacitor replacements.

3.4 Contractor Qualifications:

In determining the responsibility of a contractor, the following criteria will be considered.

Contractors may be asked to produce evidence so their responsibility can be determined.

The contractor must have at the time of submission of their quotation any and all applicable licenses as required under the laws of Maryland, Federal laws, and any local laws or ordinances for the performance of work under this agreement.

4.0 Equipment

Building Brand Serial # Model Spec/Freq/Serv Rating

Rated Kw, KVA, Fuel, Battery

Amps

Bldg. 9 Cummins Onan

I070105015 G6LA-

5934575

60Hz 77KVA, 77KW, LP 399

Bldg. 13 Cummins Onan

F190589059 C22N6 60Hz 25KVA, 25KW, LP 100

Bldg. 1 Kohler 0773166 12RZ 60Hz 22KVA,22KW, LP 50

Building Brand Serial # Model Spec/Freq/Serv Rating

Rated Kw, KVA, Fuel, Battery

Amps

Bldg. 3 Sentry Pro

EG-26-301 SP-220-1-1 60Hz 19KVA, 19KW, LP 184

Bldg. 1 Power Station

F25810589 P2200100 60Hz 22KVA, 22KW, LP 184

Bldg. 8 Baldor P0506130004 10.930.25- G15

60Hz 25KVA, 25KW, LP 208

5.0 Tasks

Task Areas

5.1 Battery and Battery Charger System

5.2 Fuel System

5.3 Engine Cooling System

5.4 Housekeeping

5.5 Engine and Lubrication System

5.6 Intake and Exhaust System

5.7 Generator Controls and Power Connections

5.8 Generator Operations

5.9 Automatic Transfer Switch

5.10 Lubrication Oil and Filtration Service

5.11 Operational and Functional Review of Generator Critical Components

Task Number

Work Milestones

Projected Completion Date

5.1 Battery and Battery Charger System

5.1.1 Check/record battery charger functions & charge rate

5.1.2 Check connections, termination cleanliness and security

5.1.3 Check electrolyte level, vent caps and all cells in the starting batteries

5.1.4 Check specific gravity of batteries

5.1.5 Test starting batteries with electronic analyzer

5.1.6 Check starter connections and wiring

5.1.7 Check starting voltage

5.2 Fuel System

5.2.1 Inspect main tank/day tank fuel level & test transfer pump operation

5.2.2 Inspect tank vents & overflow piping

5.2.3 Inspect gaseous fuel regulator vent, (natural gas only)

5.2.4 Inspect all fuel hoses, clamps, pipes, components, vents and fittings

Work Milestones

Projected Completion Date

5.2.5 Inspect governor linkage and oil level (if applicable)

5.2.6 Drain condensation from fuel/water separators

5.2.7 Obtain fuel sample & inspect for contamination

5.2.8 Optional – fuel sample for laboratory analysis*

5.3 Engine Cooling System

5.3.1 Inspect water pump, all hoses and clamps for leaks, coolant level and condition

5.3.2 Inspect radiator condition

5.3.3 Observe coolant heater operations

5.3.4 Inspect drive belts, observe alignment and deflection

5.3.5 Utilize SCA test strip to record coolant properties

5.3.6 Inspect radiator surfaces, shrouds and barriers for obstruction

5.3.7 Optional-coolant sample for laboratory analysis*

5.4 Housekeeping

5.4.1 General cleaning of enclosure interior, genset and ATS

5.5 Engine and Lubrication System

5.5.1 Inspect lubrication system for leaks & visually check oil levels

5.5.2 Inspect Crankcase ventilation system

5.5.3 Inspect spark ignited ignition system

5.5.4 Inspect oil heater operation (if applicable)

5.6 Intake and Exhaust System

5.6.1 Inspect air cleaner restriction indicator

5.6.2 Inspect air cleaner element and entire intake system

5.6.3 Inspect entire exhaust system and rain cap

5.6.4 Inspect louver operations

5.6.5 Inspect spark arrestor

5.6.6 Empty condensate trap on silencer

5.7 Generator Controls and Power Connections

5.7.1 Visually inspect all control mounted components and wiring

5.7.2 Visually inspect all control mounted components and wiring

5.7.3 Inspect generator heater operation

5.7.4 Lamp test all lights and indicators

5.7.5 Visually inspect breaker and power connections

5.7.6 Manually operate generator main breakers(s) open and close

5.8 Generator Operations

5.8.1 Start, observe, & record generator and equipment operations

5.8.2 Verify engine and generator safeties for proper operation

5.8.3 Inspect duct work, louver motors, controls & test as appropriate

5.8.4 System test with or without load

5.9 Automatic Transfer Switch (ATS)

5.9.1 Visually inspect all power and control wiring

5.9.2 Visually inspect switch mechanism and enclosure

5.9.3 Visually inspect controls and time delays settings

5.9.4 Verify function of exercise clock

5.10 Lubrication Oil and Filtration Services

5.10.1 Change engine lubrication oil

5.10.2 Change primary lubrication and bypass filters

5.10.3 Change fuel and coolant filters

Work Milestones

Projected Completion Date

5.10.4 Post lube service operation of genset (unloaded ) at rated temperature

5.10.5 Optional –oil sample for laboratory analysis *

5.11 Operational and Functional Review of Generator Critical

Components

5.11.1 Inspect engine cooling fan & fan drives for excessive wear or shaft wobble

5.11.2 Check all pulleys, belt tensioners, slack adjusters & idler pulleys for travel, wear & overall condition

5.11.3 Inspect/Lubricate drive bearings, gear or belt drives

5.12 Deliverable Schedule

ITEM DESCRIPTION QUANTITY DUE DATE DELIVER TO

0001 Quarterly Inspection/Servicing 6 4 Quarterly Greg Wilson

Emergency/Standby Generators and associated equipment

904 South Morris Street, Oxford MD

21654

(443) 258-6114

0002 Emergency Response (24 hours/day and 1 Continuously Greg Wilson

7 days/week).

904 South Morris

Street, Oxford MD

21654

(443) 258-6114

6.0 Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

None

7.0 Security

On May 11, 2006, the National Oceanic and Atmospheric Administration (NOAA) issued policies and procedures for hosting foreign nationals (non US citizens) as visitors or guests. Prior authorization must be obtained for all foreign nationals as defined in NAO 207-12, from the Department of Commerce Servicing Security Office. Service vendors must sign in at the front desk and sign a visitor’s log declaring whether or not they are a US citizen every time they visit.

Sending a foreign national technician or assistant to perform work at the subject facility without notification and obtaining appropriate clearance will result in workers being turned away without obligation for any compensation to the vendor for services rendered and will be grounds for contract termination.

8.0 Work Schedules/Shifts

Excluding emergency services that are required, the Contractor shall accomplish all work for the COL during the hours of 0800 and 1630 Monday through Friday, excluding Federal Holidays.

9.0 Safety

The Contractor shall provide and ensure that all personnel at the work site wear the safety devices/apparel described below if required.

9.1 Approved back support and protective devices

9.2 Eye protection in compliance with ANSIZ87.1. -1968.

9.3 Approved hearing protection

9.4 Approved hand protection

9.5 Other safety devices/apparel when conditions warrant

9.6 Perform Lock Out Tag Out procedure (LOTO)

The Contractor shall furnish documentation as directed by the Contracting Officers

Representative (COR) of the completion of the approved safety training of equipment operators and other personnel. The safety training shall comply with all OSHA standards and a sample program shall be submitted to the Contracting Officers Representative (COR).

The Clients Safety Officer reserves the right to inspect all areas for safety violations at its discretion, direct the Contractor to make immediate improvement of necessary conditions and/or procedures, and/or stop the work if other hazards are deemed to exist.

In the event that the Client Safety Officer should elect to stop work because of any type of existing safety hazards after the Contractor has been notified and provided ample time to correct, the Contractor shall bear all costs for eliminating the hazard(s) and shall not be granted compensation for the work stoppage. The Contractor shall pay all additional expenses.

The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the contract. The Contractor shall take all necessary precautions for safety of, and shall provide reasonable protection to prevent damage, injury or loss to persons, properties, equipment and vehicles.

The Contractor shall, without additional expense to the Client, be responsible for obtaining and renewing all necessary licenses and permits. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor’s negligence and shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. In addition, the Contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the entire work.

The Contractor shall comply with all applicable revisions, additions, changes and/or upgrades to any Federal, state, and municipal laws, codes, and regulations which are in effect on the date of contract and which affect the performance of the work.

10.0 Environmental Compliance

The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

10.1.1 Register at front desk and receive a temporary pass for one day (if needed a door pass card will be provided)

10.1.2 The front desk personnel will have you read a brief statement concerning the EMS, the

Facility Engineer or designated maintenance staff member will convey to the contractor any other items that need to be done to protect COL and the environment issues we have.

10.2 Conformance with Environmental Management Systems

10.2.1 The Contractor shall perform work under this contract consistent with the relevant policies and objectives identified in the agency, organizational, or facility environmental management systems (EMS) set forth in the contract.

10.2.2 The Contractor shall perform work in a manner that conforms to all appropriate

Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and shall provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals.

10.2.3 In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the Contractor shall expeditiously take all necessary corrective or preventative actions.

10.2.4 In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator.

11.0 Place of Performance

NOAA/NCCOS

Cooperative Oxford Laboratory (COL) 904 South Morris Street Oxford, MD 21654

12.0 Period of Performance

The anticipated period of this contract will be January 9, 2023 to January 8, 2024. If an option is exercised, the period of performance shall be extended through the end of that option period.

The option periods that may be exercised are as follows:

Period Start Date End Date

Option I 01/09/2024 01/08/2025

Option II 01/09/2025 01/08/2026

Option III 01/09/2026 01/08/2027

Option IV 01/09/2027 01/08/2028

13.0 IT Security Requirements

The Certification and Accreditation (C&A) or Assessment and Authentication (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required. The contractor shall not have access to any government owned equipment or be furnished government privileged information. All hardware and software provided in this contract will become the property of the government.