P09 SOW Revised.pdf

STATEMENT OF WORK

Generator Load Bank Testing and PM

1. REQUIREMENT:

This requirement for annual and semi-annual inspections, preventive maintenance, and load bank testing for facility generators, on behalf of the Columbia Healthcare System, WJB Dorn VA Medical Center located in Columbia South Carolina.

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is located in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are located in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

This procurement is for a Base Year with the possibility of Four (4) One (1) Year Options.

Base Year APRIL 1, 2024 through MARCH 31, 2025

Option Year 1 APRIL 1, 2025 through MARCH 31, 2026

Option Year 2 APRIL 1, 2026 through MARCH 31, 2027

Option Year 3 APRIL 1, 2027 through MARCH 31, 2028

Option Year 4 APRIL 1, 2028 through MARCH 31, 2029

Work shall be performed during the hours of 7:00 a.m. through 5:00 p.m. from Monday through Friday. Excluding weekends and all federally observed holidays. At this time no overtime is authorized.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS:

A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement and written notification will be provided to the Contractor after award.

• Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

The Contractor shall provide annual and semi-annual inspections, preventive maintenance, and load bank testing for 11 facility generators, to guarantee a continuous provision of Emergency Standby Power in the event of utility power failures or emergencies. These services shall ensure the ongoing safe operation and maintenance of the generators, but also ascertain their capability to handle the required load efficiently.

The Contractor is responsible for supplying all necessary materials, labor, supervision, systems requiring services to be completed by a skilled certified technicians equipped with the necessary tools and testing equipment.

Contract personnel must wear and/or use appropriate safety gear during the maintenance work.

The Contractor shall ensure that the area is clearly blocked off when commencement of work occurs so that no traffic of personnel disrupts the services.

Contractor will ensure all work is performed in accordance with the most recent codes to include, but not limited to, the following:

• National Fire Protection Association (NFPA 110)

• National Electrical Code (NEC 70E)

• National Fire Protection Association (NFPA 72)

The Contractor will inspect the following generators during the semi-annual and annual inspections to be completed in the months of April and October for each contract year:

• Building 100 Generator # 1; Model 3516; Serial # SEK00846 o Full oil change service during the Base Year and Option Year Three (3)

▪ Full oil change, oil filter change.

▪ Oil and coolant sample analysis

▪ Inspection

▪ 6-month follow up of visual inspection and operational PM1 inspection

▪ Must meet Caterpillar warranty compliance.

• Building 100 Generator # 2; Model 3516; Serial # SEK00847 o Full oil change service during the Base Year and Option Year Three (3)

▪ Full oil change, oil filter change.

▪ Oil and coolant sample analysis

▪ Inspection

▪ 6-month follow up of visual inspection and operational PM1 inspection.

▪ Must meet Caterpillar warranty compliance.

• Building 103A/CLC2; Model # C15; Serial # C5E02877 o Change engine oil and oil filter.

o Change of primary and secondary fuel filters o Oil and coolant sample analysis

▪ 6-month follow up of visual inspection and operational PM1 inspection with tri-annual 4-hour loadbank, during normal business hours

▪ Annual 2-hour loadbank test

▪ Must meet Caterpillar warranty compliance.

• Building 9/9A; Model 3306B; Serial # 9NR04801 o Change engine oil and oil filter.

o Change of primary and secondary fuel filters o Oil and coolant sample analysis

▪ 6-month follow up of visual inspection and operational PM1 inspection with tri-annual 4-hour loadbank, during normal business hours

▪ Annual 2-hour loadbank test

▪ Must meet Caterpillar warranty compliance.

• Building 10; Model # C7.1; Serial # WG201080 o Change engine oil and oil filter.

o Change of primary and secondary fuel filters o Oil and coolant sample analysis

▪ 6-month follow up of visual inspection and operational PM1 inspection with tri-annual 4-hour loadbank, during normal business hours

▪ Annual 2-hour loadbank test

▪ Must meet Caterpillar warranty compliance.

• Building 20; Model # SD100; Serial # 3008110023 o Change engine oil and oil filter.

o Change of primary and secondary fuel filters o Oil and coolant sample analysis

▪ 6-month follow up of visual inspection and operational PM1 inspection with tri-annual 4-hour loadbank, during normal business hours

▪ Annual 2-hour loadbank test

▪ Must meet Caterpillar warranty compliance.

• Building 103/CLC1; Model # SD130; Serial # 3008626247 o Change engine oil and oil filter o Change of primary and secondary fuel filters o Oil and coolant sample analysis

▪ 6-month follow up of visual inspection and operational PM1 inspection with tri-annual 4-hour loadbank, during normal business hours

▪ Annual 2-hour loadbank test

▪ Must meet Caterpillar warranty compliance.

• Building 22; Model # SD250; Serial # 3007877644 o Change engine oil and oil filter o Change of primary and secondary fuel filters o Oil and coolant sample analysis

▪ 6-month follow up of visual inspection and operational PM1 inspection with tri-annual 4-hour loadbank, during normal business hours

▪ Annual 2-hour loadbank test

▪ Must meet Caterpillar warranty compliance.

• Building 21; Model # TD450; Serial # 28529 o Change engine oil and oil filter.

o Change of primary and secondary fuel filters o Oil and coolant sample analysis

▪ 6-month follow up of visual inspection and operational PM1 inspection with tri-annual 4-hour loadbank, during normal business hours

▪ Annual 2-hour loadbank test

▪ Must meet Caterpillar warranty compliance.

• Building 106; Model # DFEH-7252109; Serial # J080212778 o Change engine oil and oil filter o Change of primary and secondary fuel filters o Oil and coolant sample analysis

▪ 6-month follow up of visual inspection and operational PM1 inspection with tri-annual 4-hour loadbank, during normal business hours

▪ Annual 2-hour loadbank test

▪ Must meet Caterpillar warranty compliance.

• Portable; Model # TD400-01: Serial # TD550OCT2013 o Change engine oil and oil filter.

o Change of primary and secondary fuel filters o Oil and coolant sample analysis

▪ 6-month follow up of visual inspection and operational PM1 inspection with tri-annual 4-hour loadbank, during normal business hours

▪ Annual 2-hour loadbank test

▪ Must meet Caterpillar warranty compliance.

The Contractor shall note the date of the last battery change and replace the battery if it is two (2) years old or older.

The Contractor will ensure all Caterpillar generators, are only service/replaced with Caterpillar brand parts, coolant, oil, and filters.

Semi-annual and annual preventative maintenance inspections shall occur in the months of April and October each year of the contract.

Technicians will be skilled and certified, equipped with the necessary tools and testing equipment to complete all tasks.

The semi-annual and annual preventative maintenance consists of, but is not limited to, the following:

• Visual Inspection: Check for loose parts, loose wires, leaks, foreign objects, debris.

• Belt Inspection: Inspect all fan belts and drive belts for proper tension and condition.

• Coolant System: Inspect water pump, radiator, radiator cap, and jacket coolant heater for proper operation, record coolant temperature, level, and level of protection. Check all coolant hoses and hose clamps for leaks and condition.

• Battery: Check for corrosion, battery terminations, electrolyte level, specific gravity, voltage under load, charging voltage and age. Service and clean battery connections at battery and on engine.

• Engine: Change lubricating oil and all oil filters on annual service. Take oil samples if required. Check oil for proper level and check and record oil pressure.

Inspect engine fuel and oil lines for leaks and condition, inspect oil pump. Check engine cranckcase for proper oil level. Check oil heater for proper operation (if applicable). Check engine jacket for proper operation of jacket water heater and engine oil heater. Inspect spark plugs, points, and all associated equipment.

• Lube Filters: Replace filters on annual service. Inspect all lube oil filters for leaks and damage.

• Fuel System: Inspect fuel pump, injection pump, day tank, motor, relays and main fuel tank for proper operation and leaks, verify tank levels. Inspect all fuel lines for leaks and condition. Inspect and replace all fuel filters on annual service and inspect water separators for leaks and damage.

• Air Filters: Check condition of air filters, change air filter elements as needed.

Check air cleaner indicators, reset if necessary.

• Ignition System: Inspect spark plugs, plug wires, points. (If applicable).

• Governor system: Change oil and replace filters, check for proper operation, and adjust as needed.

• Battery Charger: Check for proper operation of charger, verify charging voltage is correct, inspect trickle charger and adjust if necessary.

• Alternator: Inspect engine driven battery charging alternator. Check for proper output voltage and record.

• Turbocharger: Inspect turbocharger and bearings for proper end play. Check for any leaks. Check all fittings and connections.

• Generator: Inspect generator windings for foreign debris. Inspect brushes, slip rings, diodes, and associated equipment. Service generator bearings if necessary.

• Voltage Regulator: Inspect voltage regulator, check for proper output voltage and record, adjust if necessary.

• Starter: Inspect starter for proper operation. Check starter disconnect time;

adjust if necessary. Check started disconnect circuits for proper operation.

• Control Panel: Inspect generator controls. Check for any fault indicators.

Visually inspect inside of control cabinet.

• Safety Shutdown: Test engine and generator safety shutdown equipment for proper operation.

• Transfer Switches: Visually inspect transfer switches; perform transfer test on transfer switch with customer approval only, and record, adjust timers as needed.

• Unit Left in Auto: Once service has been completed, verify control switch is back in automatic position.

The Contractor holds the responsibility for appropriately disposing of toxic substances such as used oil, fuel, batteries, and other hazardous materials. All materials must be disposed of in compliance with both Government and local regulations.

The analysis and testing of oil will be conducted by the contractor through the collection of samples and their subsequent submission to an accredited laboratory. It is imperative that the testing adheres to the guidelines provided by the manufacturer.

The Contractor is responsible for conducting load bank testing annually to verify the generators’ ability to handle the specified load. The load bank testing is required for the following generators:

• Building 9/9A

• Building 103

• Building 103A

• Building 10

• Building 20

• Building 106

• Building 21

• Building 22

• Blue Star portable

The Contractor will ensure that the job site always remains clean. At the end of each workday, the contractor will remove all materials, tools, and waste from the site.

Additionally, any waste generated from contract work will be properly disposed of at an appropriate disposal site.

The contractor shall ensure all systems are in a fully operational status, upon completion of any work.

EMERGENCY CALL IN REQUIREMENT:

The Contractor shall provide a telephonic method for the facility to call-in emergency work orders for any generator listed above. This telephonic method will be manned 24 hours per day, seven (7) days per week, 365 days per year, for emergency calls.

Upon notification of failures the Contractor shall have a qualified technician at the facility within one (1) hour to conduct necessary repairs.

REPORT REQUIREMENT:

The Contactor shall provide a report of services rendered after any work is performed on any of the systems. This report shall be submitted to the COR and or designated POC, no later than ten (10) business days after each inspection occurs.

The report shall contain a minimum of the following items.

• Date of Inspection or Service

• Model and Serial Number

• Generator Location

• List of Inspected Areas of the System

• Any areas of concern on each System

• Work performed on each System

• Name of Technicians

CHECK-IN REQUIREMENTS:

Contractor and all Contractor’s Service Personnel shall check in and out with Engineering in Building 20 prior to performing and upon completion of all required service. This information is required to contact mechanics in case of an emergency during regular hours.

SAFETY REQUIREMENTS:

Contractor shall ensure all tools and equipment are always secured.

• Tools and equipment must be removed from open areas or stored in secured location during breaks, lunch, and/or at the end of each workday.

• All debris must be removed from the facility upon completion of service each day.

• Proper PPE will be worn during each job function.

All personnel are required to wear approved masks when entering or working in any of the facilities designated areas. If masks are to be worn:

• They are to be non-surgical type masks, no cloth or homemade masks (this is for staff and Contractors).

• This mask is to be worn at all times. Any personnel caught without wearing an approved mask will be escorted out of the facility.

• Masks are to be worn properly and should fully cover the nose and mouth at all times

The WJB Dorn VA Medical Center is a smoke free campus. Smoking is not permitted indoors or on campus (except at the Regional Office location), to include parking lots, at any time. All smoking shall be conducted at designated smoking areas.

TRAINING REQUIREMENTS:

The Contractor must possess the necessary certification and qualifications to work on various models of generators.

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

✓ Invoice Number and Date

✓ Contractor’s Name and Address

✓ Accurate Purchase Order Number

✓ Supply or Service provided

✓ Period Supply or Service Provided

✓ Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

• Tungsten e-Invoice Setup Information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE:

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

http://www.tungsten-network.com/us/en/ mailto:VA.Registration@Tungsten-Network.com http://vafsccshd@va.gov http://www.fsc.va.gov/EINVOICE.ASP

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

f. The Government Agency owns the rights to all data/records produced as part of this contract.

g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

h. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

i. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.