Cummins_and_Baldor_Generator_and_Fuel_System_Maintenance_KCMO_STL_-_SOW_FY_14_092713.doc

STATEMENT OF WORK

For

FY 2014 Generator and Fuel System Maintenance At

National Information Technology Center

8930 Ward Parkway

Kansas City, Missouri 64114 and

4300 Goodfellow

St. Louis, MO 64132

PART 1 -GENERAL

1.1

WORK COVERED BY CONTRACT DOCUMENTS

The contractor shall provide all management, supervision, labor, materials, supplies and equipment to perform monthly, quarterly, annual, and three-year maintenance when required on (3) QSK50 Series 1250KW Cummins Generators and (6) QST30 Series 1000KW Cummins Generators located in Kansas City, Missouri, and to perform monthly, semi-annual, annual, two-year, and four-year maintenance on (3) 3500 Series 1250KW Baldor Generators located in St. Louis, Missouri.

Within fifteen (15) days of Notice to Proceed, the Service Provider shall perform annual fuel tank cleaning and fuel reconditioning for all generator bulk fuel storage and day tanks located at the NITC facilities located in Kansas City, Missouri, and St. Louis, Missouri, consisting of (1) 10,000 gallon underground bulk fuel storage tank, (1) 5,000 gallon above ground bulk fuel storage tank, (3) 500 gallon sub‐base day tanks, (3) 1,750 gallon sub‐base day tanks, and (3) 2,300 gallon sub‐base day tanks located in Kansas City, and (1) 5,000 gallon above ground bulk fuel storage tank and (3) 1,000 gallon sub‐base day tanks located in St. Louis, Missouri.

Fuel and Tank Quality Maintenance Programs, Products and Services shall comply with the statement of work, all applicable Local, State and Federal codes, rules, regulations, licenses and certifications. When standards differ, or codes conflict with one another, provide the higher or more restrictive standards. Specified herein after are the related programs, products and services which shall comprise of all the necessary approvals, components, procedures and functions to provide for reliable fleets and facilities with fuel storage and delivery systems.

Fuel Service Provider to provide:

a) Detailed written information and printed literature, showing compliance to each paragraph of the specification.

b) Proposal for established work.

c) Service agreement for the work to be performed.

d) Insurance endorsements.

e) Necessary contractor licenses and certifications to work on fuel tanks.

f) Approved vendor status meeting all requirements.

g) Any additional information needed by purchasing.

h) Additional technical support data may be requested by the facility/fleet manager, engineer or purchasing as to verify the programs, products and services being provided.

Fuel Service Provider to supply the necessary programs, products and services as an annual single source of responsibility.

Fuel Quality Maintenance Services:

A. Independent Lab Testing (Once/Year)

Extract bottom sample in each fuel storage tank using a sample thief (a.k.a. bacon bomb) or hand pump method and procure independent lab analysis for the following:

Microbial Contamination (Positive/Negative)

Distillation (ASTM D-86)

API Gravity (ASTM D-287)

Cetane Index (ASTM D-976)

Water By Karl Fisher (ASTM D-6304)

ISO Cleanliness

Water & Sediment (ASTM D-1796)

C. Liqui-CultTM Testing (Quarterly)

Service Provider to perform Liqui-CultTM tests to detect microbial growth in fluids on a quarterly basis.

D. Biocide Treatment (As Needed)

If microbes are detected through Liqui-Cult Testing or Independent Lab Testing, Service Provider to apply a dose of dual-phase biocide(Biokleen by Power Service Products) according to manufacturer's recommendations and following all EPA guidelines.

E. Water Extraction (Once/Year)

Using pumps and coalescers, Service Provider to extract water from the bottom of fuel tank and ethically dispose of the waste.

F. Standard Fuel Reconditioning Service (Once/Year)

Sweep: Vacuum the bottom of ALL tanks (including underground storage tanks) back and forth with cleaning unit capable of tracking from one side of the tank to the other until the majority of all accumulated water and sludge is removed and stored in a temporary portable tank.

Reconditioning: All fuel must pass through a 4-stage filtering process until fuel is "clean". "Clean" fuel is defined by the removal of water, sediment, solid asphaltenes, non-combustible particulate matter, and microbial contamination below levels stated in ASTM D-975 (Standard Specification for Diesel Fuel Oils) while reversing oxidation and re-suspending combustible particulate matter to maintain ASTM standards for BTU value, lubricity, and cetane.

A. 4-Stage Filtration Process:

Pre-filter Bag Filtration –filters particulate matter anywhere from 800-10 micron.

Coalescer –separates fuel from water.

Recondition –magnetic reconditioner reducing the size and mass of fuel molecule clusters, stabilizing and conditioning fuel.

Canister Filtration – filters fine particulate matter and water to requirements per equipment specifications. 10 micron is standard.

G. Recondition Heavy Sediment Following Reconditioning (Once/Year)

Following Sweep, Service Provider to temporarily store fuel in a portable tank. The fuel will either be disposed of or filtered back into the tank or a combination of both. Before fuel is filtered back into the tank, it will be allowed to settle for a period of 24-48 hours on-site. Fuel to be transferred back into the tank through a series of filters, being visually examined frequently for fuel quality throughout the process.

H. Additive Program (Once/Year)

All above ground storage tanks to receive Diesel Fuel Supplement by Power Service Products for winter protection each year no later than October of said year. Additive to be injected during fuel reconditioning process to ensure proper blend. Follow all manufacturer's recommendations.

All tanks to receive Clear Diesel Fuel and Tank Cleaner by Power Service Products during Standard Fuel Reconditioning Process. Additive to be injected during fuel reconditioning process to ensure proper blend. Follow all manufacturer's recommendations.

I. Waste Disposal (Per Service)

Lawfully dispose of all hazardous and non-hazardous waste produced by services. Service Provider to provide bill of lading following disposal.

J. Reporting And Trending (Per Service)

Following all services, Service Provider to provide detailed digital reports that trend data according to water levels, contamination levels, compliance regulation and best practice methods. Reports to confirm the condition of the tanks and fuel bench marking service. Reports to be available and accessible online by any authorized USDA employee.

Upon completion of the annual fuel tank cleaning and fuel reconditioning, the Service Provider shall provide diesel fuel to top off the existing bulk fuel storage tanks located at the NITC facilities in Kansas City, Missouri, and St. Louis, Missouri. The quantity of fuel required for each site is listed in the attachments.

The contractor shall provide service and maintenance of the fuel pumps, supply and return piping, and controls. The contractor shall be responsible for repairing any fuel leaks found during the contract period. The contractor shall verify proper operation of all floats and controls one time per year in August.

The contractor shall include a line item cost of not less than $15,000.00 for each site (Kansas City, Missouri, and St. Louis, Missouri) for on-call maintenance 24 hours per day 7 days per week and miscellaneous repairs.

The contractor shall provide and install closed crankcase ventilation for Generator Numbers 4, 5, 6, 7, 8, and 9 located in Kansas City, Missouri.

The contractor shall provide fuel level monitoring for the sub-base fuel tanks of Generators 1, 2, 3, 4, 5, 6, 7, 8, and 9 in Kansas City, Missouri. Sub-based fuel tank monitoring shall be integrated into the existing Veederroot fuel monitoring system and the existing Automated Logic Building Automation System.

The contractor shall provide a spare parts kit for each type of generator, to include one full set of filters (air, fuel, oil), one full set of accessory drive belts, one battery charger, and one engine water jacket heater, for each type of generator at each location, for Kansas City, Missouri, and St. Louis, Missouri.

The work includes, but is not limited to:

A. The contractor shall provide Emergency Repair Services twenty four (24) hours a day, seven (7) days a week, three hundred and sixty five (365) days a year, inclusive of all Holidays. The contractor must physically be on site within one (1) hour of notification if there is an Emergency and shall remain on site until the Emergency has been resolved to the satisfaction of the Alternate Contracting Officers Representative - Technical (ACORT). The contractor shall furnish one contact number that can be called at any time to request routine and emergency services. Once the USDA has called the number provided by the contractor, the contractor shall verify they received the call within 15 minutes and a technician has been dispatched to the site. The contractor shall verify receipt of the call by contacting the Systems Network Control Center at 816 926-7061. If the contractor fails to respond, the government reserves the right to make emergency repairs by others and be reimbursed by the contractor for the government’s expense.

B. The contractor shall perform preventive & corrective maintenance as outlined in the attached generator maintenance schedules for the Cummins generators located in Kansas City, Missouri, and the Baldor generators located in St. Louis, Missouri. Maintenance shall be conducted monthly, quarterly, annually, three years when required for the Cummins generators located in Kansas City, Missouri, and shall be conducted monthly, semi-annually, annually, every two-years, and every four-years when required for the Baldor generators located in St. Louis, Missouri.

C. The Alternate Contracting Officers Representative - Technical (ACORT) shall notify the contractor at least 7 days ahead of time when routine maintenance can be accomplished. Routine maintenance shall generally be performed on Sundays starting at 08:00 a.m. The contractor shall conduct all inspections, make repairs as indicated on the attachments, and fill out the generator maintenance log located in each generator enclosure. The contractor shall also complete paperwork (sign fuel logs) after manually gauging the external diesel fuel storage tanks, indicating the fuel tank level, if water is present, any reads on automatic fuel tank level gauges, etc., and shall test leak detection alarms. The contractor shall also inspect all diesel fuel supply, return and overflow pumps for proper operation. The contractor shall also take fuel samples and perform testing every 6 months to insure that the fuel is not contaminated.

D. The contractor shall provide written reports of any discrepancies or concerns found during the inspection in addition to filling out the generator maintenance logs. The contractor shall also provide written documentation within 10 working days of all tests/analysis conducted off site, i.e., oil sample testing and fuel sample testing.

E. If the contractor fails to perform in accordance with the Statement of Work, the government reserves the right to terminate the contract. The generators provide emergency back-up support to a multi-million dollar Data Center, which provides services nationwide.

F. The contractor shall also coordinate any repairs needed for the paralleling gear (Cummins in Kansas City, Missouri, and ASCO in St. Louis, Missouri) and ASCO transfer switches located in St. Louis, Missouri. The government may add additional generators and equipment to this contract or may change out generators with other manufacturers due to age.

G. This contract shall be for (1) 12-month period and is contingent upon the Subject to the Availability of Funds FAR Clause 52.232-18 (APR 1984) H. Proposals are to be e-mailed to Jennifer.Adams@ocio.usda.gov by COB, October 4, 2013 by 5:00 p.m. Central Standard Time. Proposals are to be an attachment with your interested vendor response to the FEDBIZOPPS notice.

1.2

CONTRACTOR QUALIFICATIONS

The contractor shall have a minimum of two (2) years of successful experience with similar maintenance service contracts. The contractor may be asked to submit evidence of these qualifications. The Government reserves the right to reject contractors who cannot demonstrate evidence of these qualifications.

1.3 GENERATOR REPLACEMENT PARTS

The contractor shall only use new (unused, not remanufactured) replacement parts, materials, fluids (not re-refined), etc. as recommended by the generator manufacturer. The contractor shall be responsible for all parts related to preventive maintenance as described in the generator logs. The government shall reimburse the contractor for parts and services not included in the generator maintenance logs or this document.

1.4

QUALITY CONTROL

The Government shall have the right, at any stage of the operation, to inspect and/or reject any and all work, which, in its opinion, does not meet with the requirements of this contract. Such rejected work shall be corrected to the satisfaction of the Government. All work shall be in accordance with the latest edition for each of the trade codes, local, state and federal laws.

PART 2 – NOT USED

PART 3 - MISCELLANEOUS REQUIREMENTS

3.1

WORK SEQUENCE

3.1.1

COORDINATION

Only one generator shall be taken off-line at a time for routine service and maintenance. Two generators must be maintained in operation at all times to sustain the computer room loads. The Alternate Contracting Officers Representative - Technical (ACORT) shall provide the contractor seven days advance notice when generator maintenance can be performed. Routine service and maintenance shall take place on Sundays starting at 08:00 a.m.

3.2

DISPOSAL OF REMOVED MATERIALS AND EQUIPMENT

The Contractor shall be responsible for the off-site disposal of all removed materials and equipment except those items specifically designated to be retained by the Government or relocated as herein specified. Dispose of materials in accordance with all applicable Federal, State, and local environmental disposal laws and regulations.

3.3

DEBRIS DISPOSAL

All debris resulting from the maintenance work shall be disposed of off-site at the Contractor's expense. Debris shall not be permitted to accumulate unless deposited in containers approved by the ACORT. The contractor shall insure the work place is clean of debris at the end of each day. Dispose of debris in accordance with all Federal, state, and local regulations.

Burning of Debris: No materials or debris shall be burned on the site.

3.4

GOVERNMENT-FURNISHED MATERIALS

The Government shall not furnish any materials for this project.

3.5

AVAILABILITY OF UTILITY SERVICES

Normal and conservative use of utilities for project work will be made available to the Contractor to complete the work. The Contractor shall make all required connections and restore affected utilities to their original condition at no cost to the Government. The Government reserves the right to curtail this privilege at any time deemed necessary by the ACORT.

3.6 SUBMITTALS

Service and Maintenance Reports – as performed Oil Sample Results - Yearly Fuel Sample Results – Semi-Annual 3.7

SAFETY AND FIRE PREVENTION

3.7.1 Safety

The Contractor shall observe all normal rules governing safety and shall comply with all Federal, State, and local laws and regulations, and official requests and directives of the ACORT. Material Safety Data Sheets for all compounds used shall be provided to the Government prior to those compounds being brought into the facility. The contractor shall obtain a “Hot Work Permit” from the SNCC personnel prior to performing welding, soldering, torch or an open flame. The Hot Work Permit shall be kept at the site where work is being performed for the period granted.

3.8

SECURITY

The contractor shall insure doors and gates are secure at all times when the contractor is not physically at those entrances to prevent intrusion by unauthorized personnel. The contractor and their employees shall be required to sign in with the Security Office at the main entrance. The contractor shall submit a list of names of individuals, in advance that will work on the project to facilitate the above described sign-in procedures. Contractors who will physically be working at 8930 Ward Parkway, Kansas City, Missouri, and at 4300 Goodfellow, St. Louis, Missouri, will be required to pass a limited back ground investigation prior to starting work.

The contractor shall coordinate with the ACORT during the installation of the new equipment, opening doorways and the removal of existing doors to ensure building and computer room access control is maintained. The contractor shall insure doors and gates are secure at all times when the contractor is not physically at those entrances to prevent intrusion by unauthorized personnel.

The contractor and their employees/subcontractors shall be required to sign in to the building with the security guard located at the South entrance on a daily basis. Additionally these employees must sign into the Data Center daily. The contractor shall submit a list of names of individuals, in advance that will work on the project to facilitate the above described sign-in procedures.

The contractor, at their expense, may provide necessary security for the safeguarding of materials and equipment while on the project site.

3.8.1

SECURITY REQUIREMENTS

After award, but prior to commencing any work on-site at NITC, all contractor employees must obtain satisfactory background investigations in accordance with this section.

The Contractor shall be responsible for ensuring compliance by its employees with all applicable federal regulations, to include those of General Services Administration (GSA), National Institute of Standards and Technology (NIST), USDA and Homeland Security Presidential Directive (HSPD-12). Contractors and their employees are subject to all Federal laws applicable to Government installations and are under the jurisdiction of the Federal Protective Service (FPS), which has responsibility for all law enforcement matters on GSA-owned Federal property. The ACORT/TPO or the NITC Personnel/Physical Security and Engineering Office (PPSEO) will assist the Contractor in processing the required Security Background Investigations/Clearances.

Background Investigation Requirements: [At this time the Government pays for and processes required security investigations/clearances.]

Prior to being engaged on any NITC Contract/Task Order, regardless of the Contract’s time frame, the Contractor’s employee must first have completed a favorable FBI fingerprint check, which can be accomplished by a SAC (Special Agreement Check) conducted through the Office of Personnel Management (OPM) – or – by a fingerprint scanning at the Kansas City NITC PPSEO or the DC personnel security office. The SAC process, if needed, will be initiated by the NITC PPSEO or the fingerprint scanning, must be completed and favorably adjudicated by the NITC PPSEO – prior to the Contractor’s employee arriving on-site to begin any type of work.

An unfavorable SAC or fingerprint scanning will require that the Contractor remove the employee from any further consideration pertaining to NITC contracts. If a SAC is to be processed in lieu of a fingerprint scanning, at a minimum all Contractors that provide on-site support must provide a current résumé and provide the necessary information for the initiation of the SAC. All of this is provided to the PPSEO for processing. If the Contractor’s employee is a foreign national, regardless of current citizenship status, that is anyone not born in the United States, there is a requirement to provide additional information pertaining to the contractor’s citizenship status, which is annotated on the OPM SAC form 86C.

The Contractor should be aware of any of its employees possibly having had a background investigation through another government agency. The investigation that was conducted, if it can be verified by the PPSEO, could possibly be acceptable by the NITC in lieu of a SAC or fingerprint scanning, depending on the circumstances (i.e., time frame, type of investigation completed, agency completing the investigation, etc.)

Fingerprinting Instructions:

· fingerprinting for KC based personnel can be accomplished by the PPSEO at 8930 Ward Parkway, by contacting 816-823-3340 or 816-926-2341

· fingerprinting for DC based personnel can be accomplished by the PPSEO Personnel Security Assistant, at the USDA South Building, room 102D, by contacting 202-720-9200

· for personnel at the GWCC data center, fingerprints can be done in the data center control room, by contacting 301-504-1705/4800 or personnel can opt to go to the USDA Building as noted above.

· for personnel in the Fort Collins, CO, area, fingerprints can be done by contacting 970-295-5178

· fingerprints for personnel not at any of the above locations can be obtained from the local law enforcement agency (the government contractor cards DD258 will need to be mailed).

Assuming a prior favorable SAC or fingerprint check, for work that exceeds 180 days in length, a full background investigation, processed through the OPM, will be required for all Contractors under this PWS. The background investigation, prior to being submitted to OPM, must be favorably reviewed at the local level by the PPSEO. The PPSEO will determine what level of background investigation is required, based on the type and sensitivity of the duties and/or systems being accessed by the Contractor. The PPSEO may change the level of security investigation required that applies to a particular position during the period of performance. Additional fingerprinting is required for the OPM Background Investigation process apart from that completed for the SAC or fingerprint check – unless, the higher level investigation is submitted within 90 calendars of the SAC/fingerprint check being completed. Please see the above paragraph for information regarding fingerprinting. As noted above, if a contractor employee has had a background investigation through another government agency, that investigation can be used in lieu of requesting a new one, if it meets the same level required for work under this PWS.

The Contractor must work closely with the PPSEO to ensure that the following requirements are met.

( Immediately upon arrival at the NITC facility:

· The Contractor shall ensure that the Contractor’s employees have already completed a favorable SAC or fingerprint check.

· The Contractor must ensure that the employee satisfactorily completes any further security related documentation.

· As noted above, a favorable review of these documents by the PPSEO must be accomplished prior to the Contractor’s employee being issued a photo ID badge.

· The PPSEO will provide the Contractor with all necessary documentation.

( Removal of employee(s) from the contract:

· If any person is identified as being a potential threat to the health, safety, security, general well being, or operational mission of the NITC and its population.

· Additional items revealed in the background check that may be unacceptable are: felony convictions, crimes of violence or serious misdemeanors, and a record of arrests for continuing offenses, adverse financial issues, or falsification of security documentation. This listing is not all inclusive.

· It should be reiterated that an unfavorable SAC or fingerprint check will eliminate a contractor’s employee from further consideration on this contract.

· Additionally, if unfavorable information is noted on the security questionnaire or developed during the ongoing or final background investigation, the Government retains the right to have the employee immediately removed from the Contract, at the Government's discretion. Unless otherwise directed by the Contracting Officer, the Contractor shall provide a replacement within five (5) business days. New hires or substitute personnel are subject to the same security background requirements.

Security Badge Requirements:

In order to gain access to NITC, all contractor employees are required to complete an AD-1197, Request for USDA Identification (ID) Badge. The employee will be given this form upon arrival to NITC. This form requires 2 forms of identification, which the employee will have to provide when reporting for work. One must be a picture ID that also includes name and address. Acceptable forms of identification are:

Types of Identification

10. School record or report card.

11. Clinic, doctor or hospital record.

12. Day-care or nursery school record.

The Contractor shall:

· Ensure that each of the Contractor’s employees has been issued either a temporary or permanent badge from the Government. A permanent badge will not be issued until the security questionnaire has been completed and favorably reviewed as noted above and the AD-1197 form has been completed.

Temporary or visitor badges will be provided for persons who are identified as having an infrequent or temporary legitimate business need for access to the site. As noted above, periods that exceed 180 days will require a permanent badge. The badge authorizes the wearer to enter and leave the secure area (all NITC staff areas within the building). The badge must be worn at all times while in the facility. It must be displayed above the waist. The individual will retain possession of the badge as long as continued admittance to the site is needed.

· Ensure the safekeeping, wearing, and visibility of Government furnished badges.

· Immediately return all badges and permits to the Government when such need ceases to exist.

Facility Security Requirements:

Due to existing NITC facility security policies, it is required that the facility guards be pre-notified of all visitors to the facility. This notification must include the names, dates, times, and nature of the visit. This notification must be provided by the visitor’s point of contact (POC). All visitors must have a NITC POC in order to be admitted to the facility. Any shipment or individual arriving at the NITC facility that does not provide a valid POC will be turned away.

The NITC East lobby (KC only) is the primary entry point for all NITC visitors. Visitors to the facility will check in with the East lobby guard, sign in and be issued a visitor’s badge. The visitor’s POC will be notified of the visitor’s arrival. The visitor must also be screened through the magnetometer and the visitor’s belongings will be passed through the x-ray machine. The visitor must return all issued visitor’s badges at the end of the day or upon leaving the facility for any reason.

Parking Requirements:

The Contractor shall:

· Ensure that each Contractor employee obtains a parking tag from the Government Security Staff and that the tag is properly displayed on any vehicle to be parked at the NITC parking facilities.

· Vehicles only intermittently visiting the NITC facility shall park in the visitor parking area.

· All parking at USDA locations, other than the NITC in Kansas City, should be in accordance with applicable rules governing parking at those locations.

Data Center Primary Duty Station.

If a contractor's duty position at an NITC facility is located within the data center space, the additional provisions of NITC Directive A8 must be adhered to. Primarily, the contractor shall be required to have an investigation at the BI level. In addition to the favorable Special Agreement Check (SAC) discussed above, the contractor must complete the online security questionnaire portion for the BI level investigation, which must then be favorably reviewed at the local level by the PSO's office. The online security questionnaire process must be initiated by the PSO and involves the use of the eQIP (Electronic Questionnaire for Investigation's Processing) system. Data center access cannot be approved until the online security questionnaire portion of eQIP has been completed, it has been favorably reviewed by the PSO, and the NITC Director or designee has approved the access.

3.9

WARRANTY

The contractor shall warranty all materials and labor for a period of 12 months from the signed date indicating satisfactory completion of the work.

3.10

DATA CENTER ENVIRONMENT

The Data Center is a high security environment, with multi-million dollar, mission critical systems that are required to operate 7 days a week, 24 hours a day, and 365 days a year. The contractor shall take all necessary precautions to ensure that this high level of security is maintained and take the necessary steps to ensure that the Control Center Personnel and The ACORT are aware of what work is being done prior to each shift. The contractor shall not start work prior to receiving verbal permission from the Control Center or ACORT.

· END OF SECTION –

Annual (October 1, 2013-Sept 30, 2014) Baldor Generators and Generator Fuel Storage Tanks (St. Louis)

(3) 1250KW BALDOR GENERATORS

(Monthly)

(October/April)

(October)

Labor rates are to be used for emergency services or services not covered in the attached Checklists or within the body of the Statement of Work, above.

Annual

(October 1, 2013-Sept 30, 2014) Cummins Generators and Generator Fuel Storage Tanks (Kansas City)

(3) QSK50 Series 1250KW Cummins Generators

(6) QST30 Series 1000KW Cummins Generators

(Monthly)

(Nov,Feb,May,Aug)

(May)

(May)

Labor rates are to be used for emergency services or services not covered in the attached Checklists or within the body of the Statement of Work, above.