Statement of Work_ UPDATED 9-16-2022.docx

STATEMENT OF WORK

Emergency Power Supply System (EPSS) Maintenance

1. Purpose:

The Northport VA Medical Center is responsible for providing uninterrupted power during outages at multiple locations (See section 6.0). The scope of work for this contract is to provide semi-annual and annual preventative maintenance and inspections, fuel analysis studies, and repair and battery replacement services on the Emergency Power Supply System (EPSS) at intervals as mentioned in this Statement of Work (SOW). Repair services described herein shall include specific response times based on how the need for the repair was discovered or when the failure occurred. The Contractor is solely responsible for on-site response and complete troubleshooting, including the generation of a repair quote detailing the nature/cause, required parts and labor associated with each repair or failure. The required response time is noted in this Statement of Work. The use of specialized equipment and expertise is required for troubleshooting and repair of the emergency generators. Repairs must be approved in advance by the Contracting Officer (CO). Any repair work that is not part of scheduled maintenance will be considered emergency repair and will need to be documented in a clear statement of work and pricing broken down by labor and materials within 48 hours, unless an extension is approved by the COR and CO.

1.1 Place of Performance:

Northport VAMC, 79 Middleville Road, Northport, NY 11768

1.2 Period of Performance:

The period of performance will be one year from date of award with provision for four option years.

1.3 Hours of Operation:

Perform services during normal duty hours from 7:00 a.m. to 4:30p.m. (local time), Mondays through Fridays, excluding federal holidays, unless an emergent need arises to minimize disruption to the facility or during emergencies. When the contractor’s work schedule conflicts with Northport VAMC’s requirements, the contractor will advise the COR and reschedule the work to minimize disruption to the facility, patient care, and safety.

1.4 Contractor Personnel:

The Contractor shall be responsible for employing technically qualified personnel who are OSHA 10 certified and have knowledge of VHA Directive 1028 and the VA TIL and specifications to perform the work. The contractor shall employ factory certified technicians for any work that needs to be completed on the generators, including operating the equipment. These technicians must be certified to work on all the current equipment at the Northport VAMC. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. Contractor personnel shall always display a VA provided identification badge when performing services under this contract at this facility. Personnel should all be wearing proper Personnel Protective Equipment when working on, or operating power generation equipment at the Northport VAMC. All PPE required will be of no additional cost to the VA. Badge to be issued by VA, which includes a background check by the VA Police Department.

1.4.1 The contractor shall check-in/check-out with the COR or designee when entering or leaving the Northport VAMC. This includes signing in and out a logbook at Engineering.

2. Inspections:

2.1 Inspection Specification:

Sections 2.1.1, 2.1.2 and 2.1.3 will be performed by the contractor as stated under the semi-annual and the annual inspections at locations specified in Section 6.0. VA COR must approve materials being used prior to any work being completed. This shall apply for approved unscheduled maintenance and emergency repair work. When performing any annual inspection or preventative maintenance on generators located at Buildings 8, 12, 92, 200, 200N, 203, 210, and 212 there must be a back-up generator in place in case normal power is lost during the inspection. There are no exceptions to this requirement and must be coordinated with the electrical shop. The back-up generator shall be provided by the contractor which will be able to maintain the full load capacity of the buildings noted.

2.1.1 Semi-annually for all generators at Northport VA:

· Analyze Coolant for Proper Antifreeze Percent %. Pass/fail as determined by a lab report provided by accredited lab. Contractor shall provide certification for laboratory being used. If the laboratory does not meet VA Specification, the COR and CO can require a new laboratory be provided.

· Analyze Conditioner SCA Level. Add Additional SCA as Needed (Max 2 Quarts). Pass/fail as determined by a lab report provided by an accredited lab.

· Re-Torque Hose Clamps

· Test Day Tank Alarms

· Clean Primary Fuel Filter (if screen type)

· Check and Record Battery Cells Electrolyte Specific Gravity

· Inspect Turbocharger for Seal Leakage and Excessive End Play Clearance (if accessible)

· Check for and Tighten Loose Terminals on the Generator Set and Generator Control Panel

· Check Tightness of Relays in the Generator Control Panel

· Test Safeties and Pre-alarms on Control and Annunciator Panels

· Take Oil Sample (after operational checks). Pass/fail result as determined by a lab report from an accredited lab.

· Inspect Air Cleaner Seal for Pliability and Sealing

· Clean or Replace Inlet Filters (During Annual PM Only) for Day Tank

· Inspect for Excessive Dirt Accumulation in the Control Panel and clean as needed

· Check Rotor Air Gap for Correct Clearances.

· Inspect Rotor and Stator for Damage and Excessive Oil and/or Dirt Build Up

· Inspect Coupling and Guards for Loose or Missing Parts

· Check Tightness of Generator Leads and Voltage Regulator Control Wiring

· Strap and Tape any Wiring or Generator Leads that Have Rubbing or Worn Insulation

· Inspect Brushes and Slip Rings or Rotating Rectifiers

· Clean and Adjust Voltage Drop Potentiometer

· Clean Crankcase Breather, Inspect Hose and Connections

· Check and Record Battery Voltage Dip Level During over crank Test for Minimum Voltage Required to Maintain Controls During Starting.

· Record Field Voltage During Generator No-Load Run for Base Line

· Coolant sampling and analysis

· Oil Sampling and analysis

· Fuel sampling and analysis

2.1.2 Annually for all stationary generators at Northport VA:

· Change engine oil using superior grade oil.

· Change engine oil filters

· Change primary and secondary fuel filters

· Lubricate fan drive with bearing lubricant

· Lubricate governor linkage with bearing lubricant

· Lubricate generator bearing with bearing lubricant

· Also includes all PM requirements stated on semi-annual

2.1.3 Coolant, Oil, And Fuel Analysis Specifications:

Fuel Sample Analysis:

A fuel sample shall be taken from all tanks serving the emergency generators, and samples shall be sent for comprehensive analysis to be performed in accordance with ASTM D975-18 and D396-18 (Standard Specification for Diesel Fuel Oils). Frequency of the sampling will be based on the PM requirements documented in this Statement of Work. Testing laboratories shall comply with ASTM, ISO, DIN, and IP testing methods as applicable. Report to be received by the COR within 7 days of sample being taken through email.

Fuel analysis shall include the following:

· Microbial contamination (algae, bacteria, fungus)

· Sediment and Water (number of particles and free water removed by

· centrifuge)

· Appearance (hazy/dark color)

· Water content (Karl Fischer Method) (detects free water, emulsified water and

· dissolved water content) (not to exceed 500ppm)

· Diesel Cetane Value

· Fuel Corrosivity

· Unexplained contamination (rust, sludge, etc.)

Oil Samples and Analysis:

Oil samples shall be taken from each emergency generator and sent for analysis. Report to be received by the COR within 7 days of sample being taken by email. Oil analysis shall include the following:

· Viscosity test

· Spectral test

· Flash Point test

· Insoluble test

COOLANT SAMPLING AND ANALYSIS:

Coolant samples shall be taken from each emergency generator and sent for analysis. Report to be received by the COR within 7 days of receiving the sample by email. Analysis shall include the following:

· Water content (Karl Fischer Method) (detects free water, emulsified water and dissolved water content)

· Freeze Point

· PH

· Fluids that fail testing shall be replaced via paragraph 2.2 below.

2.2.1 Initial Repair Services:

After contract award, the contractor must do an initial thorough investigation and report on all the generators on this statement of work. This investigation and report must be completed within 14 days of contract award. The contractor shall submit a detailed report to the COR indicating what deficiencies were found, the recommendations how to repair the deficiencies, and the costs associated with the repairs. The report should also include a general schedule for anticipated repairs and material delivery if approved by the CO and the COR. Repair Services that place a generator out of service must have a back-up generator in place that will handle the load. Work will be conducted in a manner that will provide minimal disruption to the Northport VAMC facility. The Contractor shall submit a quote (detailing the required parts and labor hours) to perform the repair part of the initial report.

2.2.2 Parts:

The Contractor shall be responsible for providing all parts. The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. All parts shall be of current manufacturer and have complete versatility with the presently installed equipment. Rebuilt parts, used parts, or those removed from another system shall not be installed without written approval by the COR. It is understood that defective parts that cannot be refurbished is the responsibility of the contractor to dispose of unless otherwise noted by the COR and CO.

2.3 Reports/Documentation:

2.3.1 Inspection reports:

Inspection reports part of scheduled maintenance shall be delivered to the COR, via email in PDF format within seven calendar days after inspection completion date. Reports shall indicate what work was done (including PM work), when the work was completed, how the work was completed, any deficiencies noted, and any recommendations for deficiencies noted. A quote for repairs based on recommendations may be requested and must be provided within 48 hours. The quotes will be separated between materials costs and labor costs.

2.3.2 Annual and Semi-Annual fuel testing:

Fuel analysis results shall be delivered to the COR, via email in PDF format within seven calendar days after inspection completion date. The report should include documentation of when the samples were taken, what facility tested the fuel, the testing results, explanation of the results and any recommendations if applicable.

2.3.3 Maintenance, repair, or battery replacement services:

Maintenance, repair, or battery replacement services shall be documented on a work order provided by the VA after the expected service is verbalized to the COR by the Contractor. Battery replacement services shall be a part of the Contractor’s cost and are required every 24 months unless required earlier. The Contractor shall provide the completed work order to the COR upon completion of services. Generator batteries to be replaced according to manufacturer’s specifications. Contractor to cross reference the VA TIL (Technical Information Library) for certain specifications on materials. Acceptance of services will be sent in written form from the COR and CO to the contractor prior to turnover.

3. Deliverables:

3.1 Annual EPSS inspection services and reporting

3.2 Annual fuel analysis and reporting

3.3 Semi-annual inspection services and reporting

3.4 Repair services and reporting (as required)

3.5. Battery replacement services every twenty-four (24) months unless required earlier and reporting.

Emergency Repair Services/Unscheduled Maintenance:

4. Emergency Repair Services:

4.1 Emergency repair services are defined as repairs required to maintain the operational readiness (i.e., minimum ability to sustain life safety or critical loads) of the EPSS equipment. From the time that authorization is issued via a task order, the Contractor will have up to 2 hours response time for all emergency repairs. Repairs may be conducted outside of normal business hours. Applicable pre-negotiated labor rates shall apply (Davis Bacon wage rates). The contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdowns to perform repairs.

The Contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdown(s) to perform repairs.

The contractor’s proposal for this contract is to include a minimum of 40 labor hours for troubleshooting during emergencies and a maximum of 200 hours. Once the hours are expended, the CO must issue a change order for any additional hours. The hourly cost for labor for troubleshooting must be a separate line item in the contractor’s proposal.

5. Performance Standard

5.1 The contractor is to adhere to VA specification for all materials and procedures as stated in the Technical Information Library (TIL) www.cfm.va.gov

5.3. The Contracting Officer’s Representative (COR)

The COR will be responsible for monitoring the contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be documented by the Government and reported to the contractor. Upon notification of deficiencies or poor performance, the contractor shall be given up to 48 hours to take corrective action if approved by the CO.

6.0 VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

7.0 Stationary Generator Building Locations and Fuel Tank Locations

7.1 FUEL TANK LOCATION:

7.2 Generator List and Battery Replacement Information – Northport Generator Inventory List

EIL#

LOCATION

BUILDING SERVED

MAKE

MODEL

63273

MAIN HOSPITAL-

GM

XQ1140

12-645-EI

200N

CLINICAL ADDITION-

200N

CUMMINS

KTA19-G3

BOILER PLANT- 203

DETROIT

71237305

CUMMINS

502FDR80

52GG- F000W

S/N of Motor

GENERATOR TYPE

FUEL TANK CAPACIT Y (IN GALLONS

Critical/N on- Critical

(sealed (s) or not sealed (ns)) ///NkCad (NC) ie… Ls, Lns, NC

68-E1-1121 GM

CATERPILLAR

8,000

Critical

37149163

CUMMINS

8,000

NC

R

NC

12VAC563

LS

12VA0587

STEWART & STEVENSON

2,500

LS

8VA38197

LS

SC327846 6

MARATHON

1,000

R

LS

LS

12VA0587

LS

LS

8VA37872

LS

46956432

*MW18791

X

X

UNK

X

X

FNC-106X

X

X

8D

X

X

X

X

8D

X

X

8D

X

X

8D

X

X

UNK

X

X

4D

X

X

8D

X

X

X

X

8D

X

X

X

X

X

X

X

X

X

X

X

X

X

X

120 KW Single 138 KW 3 Phase 500 Single 207A/477A 3 Phase 240 V Single 480V/208V 3 Phase

120 KW Single 138 KW 3 Phase 500 Single 207A/477A 3 Phase 240 V Single 480V/208V 3 Phase

90 KW Single 98 KW 3 Phase 375 Single 147/339 3 Phase 240V Single 480V/208V 3 Phase

90 KW Single 98 KW 3 Phase 375 Single 147/339 3 Phase 240V Single 480V/208V 3 Phase