P09 - Final SOW.docx

A. This firm fixed-price requirement is for the preventative maintenance, inspection, and load-bank testing services on the generators at the Batavia VA Medical Center (VAMC), 222 Richmond Avenue, Batavia, NY 14020, for one (1) base year after the award date, plus the provision of four (4) option years. Each contract year corresponds to unique sections of the facility’s EDS.

B.3.2 General Requirements A. All inspections, testing, adjustments, and reporting shall comply with the latest edition of:

a. National Fire Protection Association (NFPA) 70

b. National Electric Code

c. NFPA 70E, 99, 101, 110, 111

d. Occupational Safety and Health Administration (OSHA) Title 29, Code of Federal Regulations (CFR) Part 1910, subpart J, The Control of Hazardous Energy (1910.147), and subpart S, Electrical (1910.301-1910.399)

e. OSHA Title 29, CFR Part 1926, CFR part 1926, subpart K, Electrical (1926.400-1926.449)

f. Veterans’ Health Administration (VHA) Directive 1028, Facility Electrical Power Systems

g. VHA Medical Center Policy (MCP) 138-15, Electrical Safety Program and MCP 00-190, Control of Hazardous Energy Program

h. Original Equipment Manufacturer (OEM) operations and maintenance manuals B. Should a conflict arise between VA requirements and nationally recognized codes/standards, the conflict shall be brought to the attention of the Contract Officer (CO) and/or Contract Officer Representative (COR) and CO shall make the final determination.

C. Contractor shall report deficiencies that are deemed critical or catastrophic immediately to the COR and CO for appropriate action.

D. The VA agrees to provide the Contractor access to all equipment and rooms/areas housing such equipment, and to supply suitable electric power if necessary.

E. Contractor shall provide all tools, personal protective equipment (PPE), materials, equipment, and labor required to perform work. At any time, the COR may deem any tool, technician, or method unacceptable.

B.3.4 General Schedule A. The VAMC is a health care facility providing critical care 24 hours a day; as such disruptions in operations are not feasible and will need to be coordinated closely with the COR. Work shall take place during normal duty hours: Monday-Friday, 7:00am-4:00pm, scheduled at least 72 hours in advance with the COR, unless otherwise authorized by the CO.

B. The following are Federal Holidays observed by the facility and the Contractor shall not expect access to the VA Facility of VA employees on these dates unless notified otherwise by the COR.

a. https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2025 C. If it becomes difficult for Contractor to complete work due to patient care related activities or security reasons, the Contractor shall not be obligated to complete testing in said area at the time of their scheduled visit. The Contractor shall be obligated to complete the incomplete portion of their work at the time of the next scheduled visit to the facility. The final authority relative to this decision will be the COR. Unless fully absolved by the VA, the Contractor shall be responsible for completing all work.

B.3.5 Contractor Qualifications A. The selection, assignment, and management of Contractor employees are the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, and general wellbeing, or operation of the VAMC or its customers and personnel. The Contractor is fully responsible for the performance and conduct of their employees while on VAMC property. The Contractor shall not allow any employee to perform work under this contract while under the influence of alcohol, drugs, incapacitating agent or illness. All work shall be performed by technicians deemed “Qualified Personnel” as defined by NFPA 70E.

B. Contractor employees shall provide documentation of safety training (either on-the-job or classroom) in electrical safety outlined in OSHA Standard 29, CFR 1910, subpart S and NFPA 70E.

C. Contractor supervisors shall provide documentation stating they are OSHA 30-hour certified, or equivalent certifications.

D. Contractor technicians shall provide documentation stating they are OSHA 10-hour certified, or equivalent certifications.

E. All technicians shall have a minimum of five (5) years’ experience working on generators 450 kW or greater.

B.3.6 Annual Inspections and Preventative Maintenance A. During the month of June, inspect, service, and test each of the following:

a. Cooling System:

i. Radiator/Heat exchanger

ii. Coolant/Conditioner PPM

iii. Hoses and connections

iv. Fan drive pulley and fan

v. Fan belts

vi. Jacket water heater/Temp

vii. Water pump

viii. Replace coolant filter (if applicable)

ix. Coolant sample for lab analysis (base year only)

b. Fuel System:

i. Daytank

ii. Water trap separator

iii. Fuel lines and connections

iv. Governor and controls

v. Fuel pressure

vi. Replace fuel filters, Primary/Secondary

c. Air Induction and Exhaust System:

i. Air filter (check)

ii. Air filter service indicator

iii. Air inlet system

iv. Turbocharger

d. Lube Oil system:

i. Oil pressure

ii. Crankcase breather

iii. Oil sample for lab analysis

iv. Replace lube filters

v. Replace engine oil

e. Starting System:

i. Batteries/Specific gravity

ii. Check cables and connections

iii. Clean/Seal lead acid battery

iv. Cable connections battery charger/Float voltage

v. Starter motor

vi. Alternator

f. Engine Monitors and Safety Controls:

i. Gauges

ii. Safety controls, including remote E-stop

iii. Remote annunciators/Alarms

g. Control Panel:

i. Start controls, Man./Auto.

ii. Voltmeter

iii. Ammeter

iv. Frequency meter

v. Circuit breaker

vi. Auto transfer switch B.3.6 Air Filter Replacement (Base Year Only) A. The following air filters shall be replaced during the base year only.

a. Gen-1 and Gen-2: primary air filter (Part#: AF25544) and secondary (Part#: AF25545).

b. Gen-3: air filter (Part#: 905MTSUA77169).

B.3.7 Load-Bank Testing A. All load-bank testing shall be done in accordance with NFPA 110, Chapter 8, the most current edition.

B. Annual load-bank testing:

a. Annual load-bank testing shall be done in the month of June.

b. Triennial load-bank testing shall be done in place of the annual testing during option years one (1) and four (4), should they be exercised.

B.3.8 Sampling A. Fuel samples shall be tested for the following:

a. API Gravity

b. D7777

c. Visual Appearance

d. D4176

e. Microbial Growth

f. D6469

g. D6304

h. Distillation

i. D2887

j. Flash Point

k. D7236

l. Biodiesel Content

m. D8274

n. Sulfur

o. D5453

p. Water and Sediment

q. D2709

r. Cetane Index

s. D976

t. Copper Corrosion

u. D7095

v. Thermal Stability

w. D6468

x. Cloud Point

y. D7689

z. Pour Point

aa. D5950

ab. Particle Count

ac. ISO 4406 B. Oil samples shall be tested for the following:

a. Iron (Fe)

b. Chromium (Cr)

c. Lead (Pb)

d. Copper (Cu)

e. Tin (Sn)

f. Aluminum (Al)

g. Nickel (Ni)

h. Silver (Ag)

i. Titanium (Ti)

j. Vanadium (V)

k. Magnesium (Mg)

l. Calcium (Ca)

m. Barium (Ba)

n. Phosphorus (P)

o. Zinc (Zn)

p. Molybdenum (Mo)

q. Boron (B)

r. Water

s. Coolant

t. Viscosity (cSt 40C)

u. Viscosity (cSt 100C)

v. Fuel (%)

w. Soot (%) Infrared

x. Acid Number (mgKOH/g)

y. Oxidation (Abs/01. mm)

z. Nitration (Abs/0. 1mm) C. Coolant sample shall be tested for the following (base year only):

a. Coolant color

b. Freeze point

c. Glycol

d. Nitrates

e. pH D1287

f. Total Dissolved Solids (TDS) D. A lab report on each sample shall be sent to the COR via email within four (4) business weeks of the sampling date.

B.3.10 Safety A. Some electrical work requiring a shutdown may not be possible and work may need to be conducted live. Should live work be required, a work plan including safety measures shall be devised and submitted to the facility for review. If accepted an Energized Electrical Work Permit (EEWP) will be issued by the VA. Should a need for deviation of the work plan arise during the performance of the task, all work shall stop until a revision of the work plan is submitted and approved by the facility.

B. Contractor shall provide and utilize any necessary PPE to perform the work safely. Tools, equipment, and/or PPE shall comply with the requirements of OSHA Standard 29, CFR 1910, subpart I and NFPA 70E. Contractor shall provide documentation that all instruments, test equipment, tools, and PPE have a current calibration prior to work beginning. Dated calibration labels shall be visible on all instruments, test equipment, tools, and PPE, as appropriate.

C. Contractor employees working on-site shall attend a mandatory VA site-specific safety training. This training will be held on-site and taught by a member of the VA safety office. Contractors with a valid and current Contractor photo ID (3-year expiration) shall be exempt from this requirement. Contractor employees shall wear their issued Contractor photo ID (provided upon safety training completion) above the waist while on-site.

D. Contractor shall obtain any necessary New York State (NYS) and Federal licenses and/or permits associated with this requirement.

E. In the performance of this contract, the contractor shall take such safety precautions as the CO may determine to be reasonably necessary.

F. The CO or COR shall notify the Contractor of any safety issues and the action necessary to correct the issues. Such notice, when served to the Contractor or their representative at the worksite, shall be deemed sufficient for the corrective actions to be taken.

G. If the Contractor fails or refuses to comply promptly with notified safety deficiencies, the CO may issue an order stopping all or part of the work and hold the Contractor in default.

H. No tools or equipment shall be left unattended. All work areas shall be clean at the close of the day and shall be left in the same condition as before work started.

B.3.11 Temporary Power Generation A. Contractor may need to provide temporary power generation to perform services or make repairs and shall be coordinated with the COR beforehand. Temporary power generation services shall be funded only upon a written contract modification from the CO.

B.3.12 Repairs A. Contractor shall report any required repairs that are deemed critical, potentially catastrophic, or pose an imminent danger immediately to the COR for course of action.

B. Any required repairs identified during maintenance services, not included in paragraph A. above, shall be communicated to the COR and quoted within five (5) business days.

C. Contractor shall provide 24 hours per day, 7 days per week, 365 days per year (24/7/365) call in support within one (1) hour of receiving the initial request.

D. Repairs shall be funded only upon a written contract modification from the CO.