18. Attachment A - Performance Work Statement.pdf

Attachment A

Performance Work Statement

89503221QWA000352

WAPA AREA POWER ADMINISTRATION

PERFORMANCE WORK STATEMENT

OIL TESTING & ANALYSIS SERVICES (WAPA-WIDE)

1. GENERAL

1.1 Scope

Western Area Power Administration (WAPA) requires a Contractor to perform oil testing and analysis services for power transformers, reactors, and oil circuit breakers, as described further in this Performance Work Statement (PWS). All testing shall be accomplished in accordance with the standards established by the American Society for Testing and Materials (ASTM).

1.2 Background

WAPA, part of the United States Department of Energy (DOE), is a Federal power marketing administration that markets and delivers reliable, cost-based hydroelectric power and related services within a 15-state region. WAPA is divided into four regions including numerous substations that require the services described in this PWS. The regions are: Upper Great Plains Region (UGP), Sierra Nevada Region (SNR), Desert Southwest (DSW), and Rocky Mountain Region (RMR). WAPA’s mission includes maintenance and operation of the high-voltage transmission system including 80 substations and over 5,400 miles of high-voltage power transmission lines that deliver power to its wholesale customers.

The required services are a key component of WAPA’s Asset Management Program. Performing oil tests helps determine the reliability, health, and lifecycle of WAPA’s critical assets including transformers, reactors, and oil circuit breakers.

1.3 Location

Services shall be performed at the Contractor’s facility(ies).

1.4 Government Personnel

The Contracting Officer (CO) is the individual executing this contract on behalf of the Government and is responsible for the overall administration of the contract. He/she is the only person authorized to make any changes in the prices, terms, or other conditions of the contract.

The Contracting Officer’s Representative (COR) is responsible for giving the Contractor any special technical instructions or guidance necessary to ensure contract execution. The COR has no authority to alter the terms of conditions of the contract.

The regional Technical Representatives/Points of Contact (TR/POC) may also give the Contractor special technical direction/guidance necessary to complete the work; however, they have no authority to alter the terms and/or conditions of the contract.

1.5 Contractor Personnel

The Contractor shall provide a staff of fully qualified chemists and technicians capable of performing and certifying the laboratory oil test results, as required by this PWS.

1.6 Compliance with Regulations

In performing the work required by this Contract, the Contractor shall comply with all applicable Federal, State, and local laws and regulations.

The Contractor shall comply with the latest effective standards promulgated by the Department of Labor, Occupational Safety and Health Administration, Safety and Health Standards, 29 CFR 1910 and 29 CFR 1925.

1.7 Materials

The Contractor shall provide all materials and supplies to perform the required services, including all oil sampling kits. See paragraph 2.5 below for the procedures and requirements regarding supplying materials.

2. QUALITY CONTROL AND QUALITY ASSURANCE

The Contractor shall perform all services hereunder in compliance with accepted industry standards, guidelines, and practices.

2.1 The Contractor is responsible for quality control and shall utilize its own internal quality control processes in the performance of this contract. The Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the Government’s performance standards outlined in the Performance Requirements Summary (PRS) section (Reference Exhibit 1) of this PWS.

2.2 Performance Standards. See PWS Exhibit 1. The PRS is a listing of significant performance objectives with associated performance standards that will be monitored and inspected by Government personnel. Each performance objective represents a critical function as identified by the Government at the time of contract award. The performance standard represents the minimum acceptable level of Contractor performance. The performance objectives and standards represent only the critical components of this Contract, and do not excuse the Contractor from performance of other responsibilities identified in the PWS. All services described in this PWS are subject to inspection/surveillance by the Government.

2.3 Government Surveillance of Contractor Performance. In order to supplement the Contractor’s QCP, WAPA personnel will verify Contractor compliance with essential performance requirements. The Government may use various methods to perform surveillance of Contractor performance, including customer input, random sampling, periodic inspection, Contractor reporting, etc.

2.4 Contract Discrepancy Report (CDR). A CDR (PWS Exhibit 2) will be initiated by the CO or COR if, at any time during the performance, the results of WAPA’s surveillance show the number of observations of unacceptable performance during the period exceeds the threshold specified in the PRS, and the CO/COR determines that the unacceptable performance was not caused by the Government. Instructions for completing the CDR are as follows:

2.4.1 The COR completes Blocks 1 through 6 and sends the form to the CO. Block 6 must include the PRS number corresponding to the discrepancy, the threshold of that PRS item, the number of discrepancies documented, and the PWS paragraph reference describing the Government’s expectations for that PRS item.

2.4.2 The CO evaluates the CDR, and if appropriate, signs it and sends it to the Contractor with a cover letter requesting a response within a specified number of days.

2.4.3 The Contractor must complete Blocks 7 through 10 and return the CDR to the CO within the specified time period on the cover letter.

2.4.4 Upon receipt of the Contractor’s response, the CO, in consultation with the COR, will evaluate the Contractor’s response and take appropriate action. The CO will document the evaluation in Block 11 and action taken in Block 12.

2.4.5 In most cases, the preferred action is re-performance by the Contractor at no additional cost to the Government. If deduction from payment is the appropriate action, the COR and CO will calculate the payment deduction based on the performance period in which the discrepancy occurred. The deduction is taken from the Contractor’s payment as close as possible to the month in which the discrepancy occurred, but not necessarily the same month. The Government should not withhold payment of an invoice while calculating the deduction.

2.4.6 The COR will complete Blocks 13a and 13b. The CO signs the CDR in Block 13c. These signatures indicate concurrence with the actions taken.

2.4.7 In the event the CO determines that issuance of a CDR is not appropriate; the CO shall document the contract file indicating.

3. SCOPE OF SERVICES

3.1 General

Testing shall be performed in accordance with ASTM D-3612-02 Standards as referenced on the pricing schedule (Attachment B to the Request for Quote).

Contractor shall perform the oil testing as specified by each testing request received with the samples sent for testing. Each sample sent for testing by WAPA shall identify:

WAPA Asset Number, If the testing/reporting is Routine, Expedited, Same Day (see Section 3.3 below) The type(s) of test(s) to be performed (as identified by the Contract Line item on pricing schedule) and Email address the results shall be delivered to (see Section 3.5.1.2 below)

3.2 Minimum Qualifications

Contractor and any Subcontractor working on this contract shall have a minimum of five years of experience in performing tests in accordance with ASTM D-3612-02 Standards as referenced on the pricing schedule (Attachment B to the Request for Quote).

3.3 Testing Procedures/Timing

The Contractor shall perform oil testing and analysis services for transformer and circuit breaker oil samples as follows:

3.3.1. Routine (non-expedited) Testing. Upon receipt of annual batches of samples from each WAPA Region (“Order”), the Contractor shall perform the requested tests/analyses and the results shall be received by WAPA within 14 calendar days of receipt of samples/request for testing.

3.3.2. Expedited Testing. WAPA may require expedited testing from time to time due to emergency circumstances. Results on expedited Orders shall be received by WAPA within 24 hours of Contractor’s receipt of samples/testing request. Tests that are not available for expedited testing shall be notated by the Contractor at time of quotation.

3.3.3. Same Day Testing. WAPA may require “same-day” testing and results. Samples requiring same-day results that are marked “same-day”, that are received by 10:00 a.m. at Contractor’s facility, shall be processed and the results provided to WAPA the same-day. Tests that are not available for same day testing shall be notated by the Contractor at time of quotation.

3.4. Automated Sample Tracking System

3.4.1. Contractor shall provide an automated tracking system that allows WAPA personnel to view in “real-time” the current the status of their submitted sample

3.4.1.1. Status parameters shall include, at a minimum: Contractor receipt date, testing completion date, results reported date.

3.4.2. The automated tracking system shall link the WAPA asset number to the submitted sample.

3.5. Reporting/Results/Recommendations

3.5.1 Contractor shall provide the oil testing and analysis results and data in all of the formats/delivery methods listed below, an in accordance with the time frames outlined in section

3.3 above:

3.5.1.1. Directly integrate and upload WAPA test results/reports WAPA test results/reports to Delta-X Research’s Transformer Oil Analyst, Version 4 (TOA4) Application (https://www.deltaxresearch.com/toa/).

3.5.1.2 Adobe Portable Document Format (PDF) Format via email to the requestor and the COR and other required parties (list shall be provided after award).

3.5.2 All results shall reference the applicable WAPA Asset Number(s) identified for each sample contained in the Order.

3.5.3. Recommendations: When providing results to WAPA in accordance with 3.5.1.1. and

3.5.1.2 above, the following information shall be included in addition to the results of the requested test:

3.5.3.1. Specific Results analysis that addresses any deficiencies or concerns (based upon the current test results).

3.5.3.2. Testing interval recommendations based (based upon the current test results).

3.5.3.3. Any other recommended testing in accordance with current industry standards (based upon the current test results).

3.6. Sample/Test Supply Kits

The Contractor shall supply clean and ready-to-use glass bottles and glass syringes (“Supply Kits”) as part of the Contract. Price of these supply kits shall be at no additional cost to the Government.

Upon contract award, the Contractor shall provide a point of contact, name, email address and phone number for WAPA personnel to request sample kits.

The Contractor shall provide an initial supply of Supply Kits to each WAPA region (information will be provided by WAPA upon award). All Supply Kits shall be sent by the Contractor to multiple WAPA locations in each region as indicated below, FOB Destination.

The initial supply of Supply Kits shall be shipped within thirty (30) calendar days of contract award, as is estimated as follows estimated at 900 syringes/900-quart bottles per year, for all of WAPA as follows:

Desert Southwest (DSW): 170 syringes, 170-quart bottles Upper Great Plains (UGP): 310 syringes, 310-quart bottles Sierra Nevada (SN): 100 syringes, 100-quart bottles Rocky Mountain (RM): 310 syringes, 310-quart bottles

WAPA will request additional Supply Kits from the Contractor as needed. WAPA may request sample/test supply kits on a routine or expedited basis. Routine sample/test kits shall be delivered to WAPA within seven (7) calendar days of WAPA’s request. Expedited sample/test kits will be delivered within two (2) business days of WAPA’s request. WAPA TRs/POCs may request Supply Kits via email or telephone.

4. YEARLY REGIONAL TASK ORDER/ORDERING AND SAMPLE TESTING REQUESTS

SUBMISSION PROCEDURES

A Task Order will be issued for each Western Area Power Administration (WAPA) region each contract year. WAPA’s regions are as follows:

Desert Southwest (DSW) Upper Great Plains (UGP) Sierra Nevada (SNR) Rocky Mountain (RMR)

Each regional task order will be funded with a Not to Exceed (NTE) amount. Amounts not used will be de-obligated from the Task Order.

WAPA personnel will forward samples for testing to the Contractor as needed. WAPA personnel are authorized to send samples for testing directly to the Contractor without Contracting Officer (CO) pre-authorization when the estimated cost is less than $2,500.00.

For all requests for testing exceeding $2,500.00, the CO will provide an authorization email to the Contractor prior to WAPA personnel sending the samples for testing.

Yearly Regional Task Orders and requests for testing “orders” exceeding $2,500.00 are only authorized to be issued by a Warranted Contracting Officer in WAPA’s RMR Regional Office.

No other WAPA regions are permitted to issue Task Orders or authorize testing in excess of $2,500.

5. MONTHLY INVOICING/TRACKING

Monthly invoicing is authorized and required. Contractor shall submit one itemized invoice per month for each Region. One invoice per regional task order, per month is required. Monthly invoices shall be submitted by the 15th of the day month following the month the testing was performed.

Each invoice shall include a detailed listing of all tests performed during the previous month with each test identified by CLIN and by WAPA Asset Number, as well as the total amount being billed for each Region, and total invoice amount. Each monthly Regional invoice shall include, at a minimum:

1. Test ordered or item ordered (identified by CLIN)

2. WAPA Asset Number

3. WAPA personnel who made the request

4. Routine, Expedited, or Same Day

5. Price

Contractor shall notify the CO in writing when any task order has expended 75% of the funded/authorized amount on each yearly regional task order.

6. PWS EXHIBITS

The exhibits listed below are attached to and incorporated into this PWS.

Exhibit 1: Performance Requirements Summary (PRS). The purpose of the PRS is to communicate the Government’s quality expectations and the process to evaluate the Contractor’s performance.

Exhibit 2: Contract Discrepancy Report (CDR)

[REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK]

EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objective

PWS

Section Performance Standard

Compliance with laws and regulations 1.6 100% of the services/tasks will be performed in accordance latest effective standards promulgated by the Department of Labor, Occupational Safety and Health Administration, Safety and Health Standards, 29 CFR 1910 and 29 CFR 1925. 100% of the services/tasks shall be performed in accordance with all applicable Federal, State, and local safety and health and environmental laws, regulations, and requirements.

Tests are performed in accordance with the appropriate ASTM standard

3.1 No more than one (1) validated instance

per month of testing utilizing the inappropriate standard.

Delivery of Test Results within the required timeframe

3.3 and 3.5 No more than two (2) validated instances per quarter of results not being received/delivered within the established timeframes.

Delivery of Sample/Test Kits within the required timeframe

3.6 No more than two (2) validated instances

per quarter of supply kits not being received/delivered within established timeframes

Automated Sample Tracking System 3.4 No more than two (2) validated instances per quarter of Contractor errors in automated tracking system.

Monthly Invoicing/Tracking 4 No more than two (2) validated instances per contract year that invoices were not promptly submitted or had errors.

EXHIBIT 2

Contract Discrepancy Report

Contract Number: 1. Report No. for this Discrepancy:

Contractor’s Name:

2. From: (Name of Contracting Officer representative)

Dates

3. Prepared:

4. Returned by Contractor:

5. Action Complete:

6. Discrepancy or Problem: (Describe in detail; include reference to PWS directive; attach continuation sheet, if necessary):

Signature of CO:

7. To: (Contracting Officer)

8. From: (Contractor)

9. Contractor Response as to Cause, Corrective Action and Actions to Prevent Recurrence (Attach Continuation Sheet if Necessary)

10. Signature of Contractor Representative:

Date:

11. Government Evaluation:

12. Government Actions:

13 Close Out Name Title Signature Date

(13a) Contractor Notified

(13b) COR

(13c) CO