Statement_of_Work.docx

STATEMENT OF WORK

General

The National Institute of Standards and Technology (NIST) requires a preventative and corrective maintenance contract on their seven (7) smaller natural gas generators.

Location of Services

The generators require maintenance at the NIST facility in Gaithersburg, MD.

100 Bureau Dr, Gaithersburg, Maryland 20899.

Scope

Contractor shall furnish all labor, supervision, materials, tools, OEM parts as well as any specialized test instruments to perform three (3) quarterly, and one (1) annual maintenance on the seven smaller natural gas generators identified in attachment A. Contractor shall also furnish all labor, supervision, materials, tools, OEM parts as well as any specialized test instruments to perform corrective repair services on the same generators.

Within 30 days after award, the contractor shall complete a full diagnostic analysis of each generator and their sub-components to identify any deficiencies in the engine and in the generator unit. The contractor shall submit a written report as well as a quote for all recommended repairs needed to bring the equipment back to its Original Equipment Manufacturers (OEM) standards. Upon receipt of the report and quote, the Contracting Officer Representative’s (COR) will communicate with the Contracting Officer about the execution of recommended repairs.

The analysis of all generators and subcomponents will include, but not limited to, the following:

Maintenance contractor shall supply all necessary equipment and supplies to include repair parts needed to carry out the specified Preventative Maintenance tasks. All tasks that require replacement of nonstock parts, such as: specialty type relays, printed circuit boards, starter motors etc., shall be handled in the following manner: First, contractor must use only OEM approved parts, or manufacturers recommended replacement in the event the part is no longer available. Secondly, contractor shall provide the COR a written quote of how long the lead time will be for parts, and cost of all needed repair parts and labor to bring generator back online. Only after COR approves the repair will an order be issued to proceed. This quote will be provided to the COR within 48 hours after condition is discovered.

Any tasks that require a generator to be disabled in any manner shall be coordinated with the COR first.

Quarterly PM Maintenance:

1) Cooling System:

a. Check coolant level and add coolant if needed. Pull sample of engine coolant with engine running at operating temperature; analyze coolant for a safe degree of protection.

b. Check complete system for coolant leaks.

c. Inspect and replace all belts if needed.

d. Inspect and lube fan hub.

2) Lubrication System:

a. Check engine oil level and maintain the proper level for safe operation.

b. Clean/Replace crankcase breather.

c. Inspect engine and repair for oil leaks.

d. Check manifolds, brackets, mounting and flex connections.

3) Electrical System:

a. Check battery electrolyte level and maintain as required.

b. Check battery cables for proper torque and corrosion. Repair as necessary.

c. Check battery voltage at each cell and document readings.

d. Check operation of battery charger and/or alternator. Adjust or replace as required.

e. Run generator. Check for correct engine operating parameters; temperatures, RPM, pressures, etc. Note any unusual operating conditions.

f. Verify proper frequency and document voltage readings: A-B, B-C, A-C, A-N, B-N, and C-N. If engine is under load, document the amount of load (percentage of generator capacity).

g. Check operation of automatic start/stop control switches.

h. Test fault light indicators and replace any bad lamps.

i. Clean accumulations of dust and dirt from generator feeder breaker/enclosure.

j. Record engine service meter readings.

k. Inspect all alarm systems.

l. Inspect generator output, leads, excites, commutator.

4) Air Intake/Exhaust Systems:

a. Inspect air cleaner element and replace as required.

b. Check air intake system for leaks.

c. Inspect air system for any deficiencies.

d. Inspect exhaust piping, insulation, supports and silencer/muffler for deficiencies. Repair or replace as needed.

e. Open valve on silencer/muffler and drain any potential accumulation of water/fuel. Document any fluids that are discharged.

5) Fuel System: All-Natural Gas systems…

a. Inspect all fuel lines for leaks and/or damage. Repair or replace as needed.

b. Inspect electric pump for Day/Belly Tanks for proper operation. (if applicable)

c. Inspect fuel oil separators. Remove any water that may have accumulated.

d. Check fuel oil filters and replace as needed.

6) Hoses and Belts:

a. Inspect radiator coolant hoses for damage or cracks. Replace if needed.

b. Check hose connections coolant leaks.

c. Inspect all radiator belts for damage or cracks. Replace if needed.

d. Inspect all areas around the belts for rubber build up. If the built up is excessive; determine the cause and make any corrections as needed.

Annual PM Maintenance

A. Annual services and inspections shall include the following in addition to those procedures performed quarterly.

1) Cooling System:

a. Take engine coolant sample and have analysis performed.

2) Lubrication System:

a. Change engine oil every year or after 250 hours of operation.

b. Inspect used oil for water, coolant, fuel and metal fragments

3) Electrical System:

a. Verify proper torque on all electrical connection, including the generator feeder breaker and any connected cable bus.

4) Air Intake/Exhaust Systems:

a. Replace Air Filters

5) Fuel System:

a. Replace Fuel Filters

b. If applicable, inspect filter element in pre-filter. Replace if needed.

c. Check operation of governor.

Annual Generator Maintenance: The contractor shall perform annual maintenance on the 7 (seven) generator units, and maintenance shall be performed yearly to maintain equipment within OEM standards. The contractor shall provide an annual technical report to the COR. If repairs are needed outside of the annual maintenance, the contractor shall coordinate with the COR before repairs are made. Prior to all repairs, contractor will provide in writing a scope detailing all parts and labor needed to bring the system back online. Contracting Officer and COR will discuss prior to approving work.

a. The contractor shall maintain adequate spare parts always.

b. Spare parts installed in existing equipment shall be genuine OEM parts for each Generator

c. Maintenance contractor shall produce a computer-generated report within 20 calendar days of completion of scheduled maintenance. The report shall document the tasks completed for each generator unit along with an analysis of the inspections completed for each unit.

Progress and Compliance

a. The maintenance contractor shall make recommendations for changes and improvements, which may be pertinent to meet this scope of work. No additional services will be made without the prior approval of the contracting officer.

b. Only the COR, or his designee shall sign service tickets/invoices. All service tickets and invoices must include the contract number. Note: No invoices will be approved without first submitting a digital copy of field reports of work performed.

c. All procedures shall be completed according to the above Scope of Work Requirements.

All Service Technicians must be factory qualified and factory trained.

Contractor personnel performing maintenance, repair services, and providing technical support must be fully qualified and competent. They must provide certification to the COR before beginning to work on the equipment.

The Generators shall be maintained in accordance with the requirements of the NFPA 110 – Standard for Emergency and Standby Power Systems. All services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC).

Field Service Reports.

Contractor must furnish a detailed field service report, showing work completed, listing all repairs and/or repair parts (if applicable) used to maintain operating efficiency per manufacture specifications of the equipment. The service report shall be sent to the COR via email. The service report from the contractor must contain, at a minimum, the following information:

a. Date and time of completed equipment repair,

b. Type, model, and serial number of the equipment on which maintenance was performed,

c. Total time spent performing maintenance,

d. Detailed narrative description of the maintenance action required,

e. Complete list of parts replaced,

f. Comments as to the cause of the malfunction when applicable, See attachment A for the list of equipment covered under this agreement:

Badging:

Contractor shall have no more than 10 workdays after award to supply badge applications to the COR for all service personnel.

Place of Performance:

The work to be performed under this contract will be performed at the NIST Gaithersburg campus, located at 100 Bureau Dr, Gaithersburg, Md 20899

Period of Performance:

The period of performance shall be for one twelve month base period, and one 12 month option period.

Contract Administration Data

All contract administration functions will be retained by NIST. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

Business hours for the NIST are as follows:

Regular Business hours: Monday through Friday, 7:00 a.m. - 4:30 p.m.

Off-Duty hours: Friday through Monday, 4:30 p.m. - 7:00 a.m.; Monday through Thursday, 4:30 pm – 7:00 am