3-Attachment B Scope of Work.docx

Attachment B Scope of Work

Introduction This Invitation for Bids (IFB) seeks a qualified contractor to perform quarterly and annual preventative maintenance on an Onan (Cummins) 900DFJC V12 diesel generator. All services will be performed on-site at the Utah Division of Technology Services (DTS) regional office, located at 350 S 900 W, Richfield, UT 84701.

Background This contract ensures the reliability of the emergency backup power system at the DTS Richfield regional office. Because this facility supports technology infrastructure vital to state agencies, the standby generator must always be fully operational. Scheduled preventative maintenance is necessary to mitigate the risk of downtime during power grid failures and to maximize the lifespan of the equipment.

Scope of Work Quarterly Preventative Maintenance Cooling System

· Make a walk-around inspection of the installation and check radiator core for obstructions.

· Check coolant level.

· Check antifreeze protection (freeze point).

· Check coolant inhibitors (SCA levels).

· Check radiator cap for seal and condition.

· Check for coolant leaks.

· Check flexible water connections for wear or cracking.

· Tighten hose clamps, as needed.

· Check jacket water heaters for proper operation.

· Re-check coolant level after engine test run.

Lubrication System

· Check lube oil level.

· Check for oil leaks.

· Clean crankcase vent/breather.

· Check for excessive crankcase blowby during operation.

· Re-check oil levels while the engine runs.

· Fuel System

· Check the above-ground fuel system (tanks, piping, and valves).

· Check flexible fuel lines for wear or leaks.

· Test day tank pump and alarms.

Air & Exhaust System

· Check air cleaner elements.

· Check air cleaner seal.

· Check air cleaner indicator (restriction gauge).

· Check inlet and discharge louvers for proper operation.

· Check the flexible exhaust connection.

· Drain water in exhaust moisture traps.

· Check rain protection for the exhaust system.

· Check for abnormal exhaust (smoke color/duration).

· Check turbocharger end play and check for oil leaks.

Mechanical & Engine Components

· Check condition and tension of all engine belts.

· Lubricate fan pulley.

· Check for abnormal noise or vibration during operation.

Generator End (Alternator)

· Lubricate rear bearing of the generator.

· Check air gap on the generator.

· Check insulation on generator leads for chafing or degradation.

· Check for dirt or oil build-up on the generator.

· Check voltage regulator operation.

Starting System & Batteries

· Check electrolyte level; add distilled water as needed.

· Test specific gravity of batteries.

· Check battery connections (clean and tighten).

· Check battery resting and cranking voltage.

· Check battery charger and adjust float rate if necessary.

· Check cranking termination (ensure starter disconnects properly).

Control Panel, Electrical & Operational Testing

· Tighten loose terminals in the control cabinets.

· Check for loose relays in the control system.

· Test all safeties and pre-alarms on panels.

· Check for 10-second on-line capability (time delay to start and build voltage).

· Adjust governor control (if necessary to maintain steady frequency).

· Check engine instruments (oil pressure, temp, voltage, frequency) during run.

· Re-check for any leaks while the engine runs.

· Place all switches back in their proper mode (ensure system is left in "Auto").

Annual Preventative Maintenance The annual preventative maintenance is a comprehensive service that includes all the Quarterly preventative tasks plus those listed below.

Fluid and Filter Changes

· Oil Change: Drain used engine oil and replace with fresh, manufacturer-approved heavy-duty diesel engine oil.

· Oil Filters: Remove and replace all oil filters.

· Fuel Filters: Replace primary fuel filters/water separators and secondary fuel filters. Bleed the fuel system.

· Coolant Filters: Replace the coolant system filter (if equipped) with the correct SCA (Supplemental Coolant Additive) pre-charged filter.

Fluid Sampling & Analytics

· Oil Analysis: Pull an oil sample prior to the oil change and send it to an independent lab for wear-metal, viscosity, and contaminant analysis.

· Coolant Analysis: Pull a coolant sample for lab analysis to check freeze point, boil point, pH levels, and SCA concentration.

· Fuel Analysis: Pull a fuel sample from the bottom of the main tank to check for microbial growth, water, and degradation.

Deep Inspection and Cleaning

· Air Filters: Replace the primary (and secondary, if applicable) air filter elements.

· Cooling System: Blow out radiator fins with compressed air to remove dust and debris. Test coolant freeze point with a refractometer.

· Electrical: Perform a heavy load test on the starting batteries.

· Engine: Inspect the crankshaft vibration damper for deterioration.

· Enclosure/Room: Clean the generator set and the immediate surrounding pad/room.

Load Bank Testing Load bank testing may be completed as part of the Annual Preventative Maintenance or, if approved by DTS, may be completed at a different date, provided the testing is performed no less than once per year.

Equipment and Setup

· Provide a portable resistive load bank unit capable of testing the 900kW generator.

· Provide all necessary load cables and safety equipment required to connect the load bank to the generator safely.

· Ensure the work area is securely cordoned off during the test to protect facility personnel from high-voltage cables and exhaust heat.

Test Execution and Step Loading

· Start the generator and allow it to reach normal operating temperature.

· Apply the load in incremental steps to prevent stalling and to properly seat engine components. (e.g., 25% load for 30 minutes, 50% load for 30 minutes, and 75% to 100% load for 60 minutes, or as weather and ambient temperatures permit).

· Continuously monitor the generator for overheating, abnormal vibration, or excessive exhaust smoke.

Data Logging and Monitoring

· Record system data at 15-minute intervals throughout the duration of the test.

· Metrics to be recorded must include, at a minimum: AC voltage, AC amperage, frequency (Hz), oil pressure, and coolant temperature.

· Note any fluctuations or anomalies in power delivery.

Post-Test Procedures

· Gradually remove the load and allow the generator to run through its standard cool-down cycle before shutting it off.

· Safely disconnect the load bank and all cables.

· Verify that all generator switches, breakers, and control panels are returned to the "Auto" position, so the system is ready for a real utility failure.

Documentation and Reporting

· Provide a formal, written Load Bank Test Report to the DTS facility manager upon completion.

· The report must include the 15-minute interval data logs, pass/fail status, and a summary of any deficiencies discovered during the test.

Requirements Contractor Qualifications & Security

· Certifications: All service technicians dispatched by the Contractor must be fully certified to perform maintenance and repairs on an Onan (Cummins) Model 900DFJC V12 diesel generator.

· Bonding: The Contractor and all assigned personnel must be fully bonded.

· Background Checks: Service personnel may be subject to a security background check prior to site access. The Contractor must agree to cooperate fully with the completion of these background checks when requested by DTS.

Preventative Maintenance Scope & Scheduling

· Routine Maintenance Schedule: The Contractor must provide a total of four (4) scheduled preventative maintenance (PM) visits per year, consisting of:

· Three (3) Quarterly PMs.

· One (1) Full Annual PM.

· Annual Testing: The Contractor must perform one (1) load bank test annually.

· Scheduling Requirements: All PMs and load bank tests must be scheduled by the Contractor at the customer’s convenience (excluding national holidays).

· Operational Impact: Any maintenance or testing that affects the service or functioning of the generator unit must be scheduled after standard business hours or during a DTS-approved, scheduled downtime window.

Emergency Support & Response Times

· 24/7 Corrective Maintenance: Emergency Service and Repair coverage is required in addition to regularly scheduled PMs. The Contractor must provide this Corrective Maintenance coverage 24 hours a day, 7 days a week, 365 days a year.

· Callback Response Time: The Contractor must guarantee a maximum callback response time of thirty (30) minutes in the event of a reported service interruption or emergency outage.

· Physical Proximity: To ensure rapid emergency response, the Contractor must have physical resources (personnel, tools, and support capabilities for the specified generator) located no more than a two (2) hour travel time from the DTS regional office in Richfield, Utah.