P09 - Revised SOW.docx

B.2 STATEMENT OF WORK

1. SCOPE OF WORK:

Contractor shall provide all labor, supervision, materials, tools, and equipment necessary to provide maintenance, inspection and testing to all Generators, Automatic Transfer Switches (ATS) as well as the testing of the Load Shed located at the Clement J. Zablocki Medical Center, Milwaukee, WI as defined in the Statement of Work to ensure the covered equipment is maintained to operational standards at all times. Contractor shall be capable of adjusting the generator and engines of the emergency generators and associated control equipment in accordance with Manufacturer’s specifications.

2. PLACE OF PERFORMANCE:

Clement J. Zablocki Medical Center 5000 W. National Ave Milwaukee, WI 53295

3. PERIOD OF PERFORMANCE:

This service contract shall include a base year with 4 option years to be exercised at the discretion of the government.

February 1, 2026 – January 31, 2027 – Base Year February 1, 2027 – January 31, 2028 – Option Year #1 February 1, 2028 – January 31, 2029 – Option Year #2 February 1, 2029 – January 31, 2030 – Option Year #3 February 1, 2030 – January 31, 2031 – Option Year #4

4. SPECIFIC TASKS:

A. GENERATOR MAINTENANCE:

1) Quarterly Generator Maintenance:

A) The Contractor shall perform Preventative Maintenance (PM) Service to ensure that equipment listed in ATTACHMENT A – Generator Equipment List performs in accordance with the manufacturer's specifications. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the Contracting Officers Representative (COR) at the completion of the PM. The contractor shall provide written description of Preventative Maintenance Inspection (PMI). This description shall include an itemized list of the procedures performed, including electrical safety.

B) Contractor Shall Inspect and service/change (as indicated) the following:

a) Cleaning of equipment

b) Cooling System Starting System

c) Radiator / Heat Exchanger

d) Antifreeze Protection and Level top off as needed to manufacturer specifications.

e) Hoses and Connections tighten as needed.

f) Fan Drive Pulley and Fan.

g) Fan Belt(s) tighten as needed.

h) Jacket Water Heater(s).

i) Water Pump(s).

j) Thermostat(s).

k) Fuel System.

l) Day Tank Level and Gauge.

m) Fuel Line and Connections.

n) Governor and Controls.

o) Fuel Filter(s).

p) Fuel Pressure.

q) Air Induction and Exhaust Generator.

r) Air Filter(s).

s) Air Filter Service Indicator(s).

t) Air Inlet System.

u) Turbocharger(s).

v) Exhaust Manifold(s).

w) Exhaust System.

x) Valves and Rotators (at valve adjustment only).

y) Louver Operation.

z) Lube Oil System.

aa) Check Linkages.

ab) Check oil level and top off level to manufacturer’s specified level.

ac) Oil Filter(s)

ad) Magneto / Distributor.

ae) Crankcase Breather.

af) Sample and laboratory analyze the oil.

ag) Maintain Water Separator.

ah) Starting System.

ai) Check Battery(ies) for proper liquid level, corrosion built up on electric terminals, and cracks. Top off level to manufacturer’s specified level.

aj) Check Specific Gravity.

ak) Battery Charger.

al) Starting Motor(s).

am) Alternator.

an) Engine Monitors, Safety Controls and Control Panel.

ao) Gauges.

ap) Safety Controls.

aq) Remote Annunciator / Alarm.

ar) Start Control / Manual and Auto.

as) Voltmeter.

at) Ammeter.

au) Frequency Meter.

av) Circuit Breaker.

aw) Bearings.

ax) Slip Rings and Brushes.

ay) Space Heater(s).

az) Vibration Isolator.

ba) Wiring Connections tighten as needed.

bb) Cable Connections tighten as needed.

bc) Engines Only.

bd) Fuel Line and Connections.

be) Linkage.

bf) Oil Pressure.

bg) Ignition System.

bh) Lubricate Fan Only.

bi) Grease Generator Bearings.

bj) Laboratory Analysis Engine and Turbo Aftercooler Coolant Sample

bk) Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications.

bl) Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.

bm) Returning the equipment to the operating condition as defined in Conformance Standards OR to the manufacturer’s specifications.

C) Engine Radiators:

a) Check operation of radiator fans and temperature controls.

b) Inspect for leaks and corrosion.

c) Clean radiator screens or grill work, remove all debris.

d) Check DCA anti-freeze concentration of coolant test.

e) Change coolant and filters.

f) Check Coolant viscosity.

g) Check operation of Engine Governor Control, correct if necessary improper speed regulation, etc.

D) Providing documentation of services.

E) Contractor shall comply with all applicable EPA, OSHA and state/local regulatory guidance regarding disposal. Contractor shall dispose of any fuel oil, lube oil, or coolant off site at no extra cost to the VA.

2) Annual Generator Maintenance: Annual maintenance shall include all tasks listed under quarterly maintenance in addition to:

A) Cooling System Starting System

a) Antifreeze Protection and Level- Sample coolant.

b) Top off level to manufacturer’s specified level.

B) Fuel System.

a) Change Fuel Filter(s).

C) Air Induction and Exhaust Generator.

a) Change Air Filter(s) – if needed.

D) Lube Oil System.

a) Laboratory Analyzed Engine Oil Sample.

b) Change Oil and Filter(s).

B. AUTOMATIC TRANSFER SWITCHES MAINTENANCE (ANNUAL):

A) The Contractor shall perform Preventative Maintenance (PM) Service on Automatic Transfer Switches (ATSs) located on the exterior of buildings listed in ATTACHMENT A Equipment List as per scope of work detailed below.

a) Check all cables and control wire connections to the ATS controls, sensing panel and other system components. Tighten if necessary

b) Inspect insulating materials for deterioration due to excessive heat

c) Inspect control relay contacts for corrosion or discoloration, due to excessive heat.

d) Inspect all arcing contacts for excessive corrosion, clean and adjust, if necessary.

e) Vacuum clean dust from ATS and accessory panel.

f) Inspect for moisture or wetness, past or present.

g) Conduct a test by simulation of a normal power source failure.

h) Check operating current level versus rating.

i) Record all time delay settings, pickup and dropout setting and timer settings.

j) Record and compare the voltage drop across main contacts.

k) Check and record cable connections and contacts with infrared thermometer.

l) Check the battery in the controller.

m) Use thermal imaging camera to image source 1, source 2 and load bus work/lugs.

n) Remove all arc chutes and pole covers.

o) Remove grime with approved solvent by NEC.

p) Manually operate the main transfer movement to check proper contact alignment, deflection, gap, and wiping action. Adjust and clean if necessary.

q) Check all accessories for proper operation (i.e., lamps).

r) Lubricate per manufacturer’s specifications.

s) Once all work is completed the contractor shall test and operate breaker control switch(s) and ATS controller to verify proper operation.

t) The contractor shall test emergency and failure shutdown and alarm.

u) The contractor shall submit a written report on findings and recommendations of any replacement parts.

B) The Contractor shall perform Preventative Maintenance (PM) Service on Automatic Transfer Switches (ATSs) located on the interior of buildings listed in ATTACHMENT A Equipment List as per scope of work detailed below.

a) Check all cables and control wire connections to the ATS controls, sensing panel and other system components. Tighten if necessary

b) Inspect insulating materials for deterioration due to excessive heat.

c) Inspect control relay contacts for corrosion or discoloration, due to excessive heat.

d) Inspect all arcing contacts for excessive corrosion, clean and adjust, if necessary.

e) Vacuum clean dust from ATS and accessory panel.

f) Inspect for moisture or wetness, past or present.

g) Use thermal imaging camera to image source 1, source 2 and load bus work/lugs.

h) The contractor shall submit a written report on findings and recommendations of any replacement parts.

C. FUEL SAMPLING:

A) Annually: the contractor shall provide certified fuel tank inspection/fuel analysis for all diesel fuel generators.

D. ZENITH CONTROL CUBICLE AND MASTER CONTROL CUBICLE

A) Check all KW meters, ammeter, frequency meter, voltmeter, and gauges for proper operation. Replace any cracked glass, etc.

B) Check and tighten if necessary, all conductor terminations in Master Control and Generator Contact Cubicles.

C) Check for proper synchronization of all 3 generators and closure of their respective circuit breaker. Correct if necessary.

D) Check operation of remote annunciator, verify operation

E. LOAD BANK TESTING:

A) Annual: Contractor shall Load Bank Test all generators annually with loads at not less than 50% of the EPS nameplate KW rating for 30 continuous minutes and not less than 75% of EPS nameplate KW rating for 1 continuous hour for a total test duration of not less than 1.5 continuous hours.

a) Generators included in the annual load bank testing shall be:

1. Refer to attachment A –Equipment List

B) In option years 1 and 4 the contractor shall perform the 4 Hour Load bank test. The test shall be 4 hours in duration. First 2.5 hours shall be at 30% of load for name plate for generator, then .5 hours at 50% of load for nameplate of generator, and then 1 hour at 75% load for name plate of generator.

a) This testing shall meet Environment of Care (EC) Standards EC 02.05.07 EP 6, 9 and 10

b) Generators included in the 4-hour load bank testing shall be:

1. Refer to attachment A –Equipment List

F. NEW EQUIPMENT

If new covered equipment or components shall be obtained, either through new purchase, upgrade or replacement of existing equipment, that equipment may be added (and the replaced equipment deleted) from the Purchase Order as needed upon notification of the Contracting Officer via Purchase Order modification. All comparable models of existing equipment shall be considered within scope for bilateral modification. Deleted equipment shall be credited in the full amount if removed before any maintenance or repair has been performed on it.

G. DELIVERY SCHEDULE – The contractor shall schedule maintenance:

A) November- Quarterly Maintenance B) February/March – Quarterly & Annual Maintenance C) April/May – Quarterly Maintenance & fuel samples taken D) July/August – Quarterly Maintenance & Load Bank – Load Shed testing

No deviations from this schedule without prior approval from the COR.

H. PRE-WORK ORIENTATION

A) Contractors’ employees shall attend a pre-work, up to two (2) hours duration, orientation meeting at VAMC prior to the commencement of work on site. The VA shall schedule this meeting and shall include discussion of the following topics:

a) Fire and Safety

b) Infection control

c) Disaster procedures

d) Security

e) Other

B) The Contractor shall be responsible to ensure that Contractor’s employees coming to the work site have attended pre-work orientation for the information required above.

I. QUALIFICATIONS AND COMPETENCY OF CONTRACT PERSONNEL:

A) Contractor shall have an established business, with an office and full time staff. The staff includes a ‘fully qualified” FSE and a “fully qualified” FSE who shall serve as back up. Staff shall include Diesel Technicians, Automatic Transfer Switch Gear Technicians, and Generator Service Technicians. The contractor shall be fully staffed on the first day of work under the contract. All personnel shall receive close and continuing first-line supervision by the contractor. Individuals who are performing the work shall be experienced, fully trained and a regular employee of the contractor.

B) Contractor shall have staff of qualified Diesel Technicians, Automatic Transfer Switch Gear, and generator technicians on staff and available on 24/7 basis. All contractor personnel shall provide certificates to COR upon request.

C) Contractor’s apprentices, trainees, and temporary employees shall not be allowed to perform work except under the direct supervision of Contractor’s qualified and approved mechanics/service personnel.

D) Mechanics/Service personnel employed by the Contractor and Sub-contractor shall be fully trained and skilled in safe and proper work practices and techniques and have the technical knowledge and skills necessary to perform the required work. The Contractor shall provide sufficient documentation to demonstrate adequate safety and technical training has been provided.If subcontractor(s) are used, they shall be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval

E) "Fully Qualified" is based upon training and on work experience. For training, the employee has successfully completed a formalized training program(s) and a demonstrated safe work performance record. For work experience the employee has performed the required work on the same type of buildings/utilities/equipment and under similar working conditions.

F) The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of employees performing services at the VAMC. The COR may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel performing services under this agreement.

G) The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC on the premises if warranted and if it is in the best interest of the Government. The Contractor shall provide required documentation seven (7) days prior to the beginning of work and annual re-certifications and documentation updates for each exercised contract option year.

H) The Contractor shall secure all permits, licenses, and/or certificates, or any such approvals or plans or specifications as may be required by federal, state and local laws, ordinances, rules, or regulations, for the proper execution and completion of the work under this contract.

5. HOURS OF OPERATION:

A. Normal hours of coverage are Monday through Friday from 7:00 AM to 3:30 PM, including federal holidays as listed below. Service/repairs may be performed outside of normal working hours.

B. Federal Holidays observed by the VAMC that are considered normal hours of coverage for this contract:

Thanksgiving Day

C. When one of the above designated Federal Holidays falls on a Sunday, the following Monday shall be observed as a Federal Holiday. When a Federal Holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by United States Government agencies. If different times shall be needed, this shall be discussed and mutually agreed upon with the Zablocki VAMC Point of Contact (POC) and shall still be considered “normal business hours.”

D. Preventative Maintenance (PM) services shall be performed in accordance with, and during the hours defined in, the preventative maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR.

E. Per work schedule coordinated with COR, Contractor shall provide COR 15-day notice of scheduled work to include estimated down time, estimated outage time required to perform Generator service. e

6. EMERGENCY CALL BACK SERVICE:

A. When the facility places an emergency service call, contractor shall respond to call WITHIN TWO (2) hours. If needed, COR shall coordinate with contractor for on-site service.

B. PARTS - The Contractor shall furnish and replace parts to maintain operational equipment. The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing equipment. The contractor shall use new or rebuilt parts as approved by the COR. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. Rebuilt parts, used parts, or those removed from another piece of equipment shall not be installed without specific approval by the CO or the COR.

7. GENERAL INFORMATION:

A. CONDITION OF EQUIPMENT

The Contractor accepts responsibility for the equipment described in this solicitation, in "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract.

B. SERVICE MANUALS/TOOLS/EQUIPMENT:

The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation (such as: operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR upon request.

C. TEST EQUIPMENT

Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.

D. USE OF GOVERNMENT EQUIPMENT:

The Contractor shall not allow his/her employees, including Subcontractors’ employees, to open desk drawers, cabinets, or to use office equipment, including the use of non-pay telephones for any purpose other than a local emergency call.

8. REPORTS

A. Each written Engineer Service Report (ESR) shall be provided to the COR in an electronic format, (.pdf, Excel, or Word); noting the work performed and shall be provided to the COR within (7) seven days of completion. Failure to provide written reports shall result in delay of invoice payments.

A) Company’s name, addresses, telephone, & FAX numbers.

B) Name and signature of contractors who performed the maintenance and testing. Employee who performed services and the VA Employee who witnessed service described C) VA Work Contract Number, name of VA Contracting Officer. Date and Time of Work D) Copies of Contractor’s Valid Licenses, Professional and Training Certificates E) Descriptions and Model Numbers of specialized tool and equipment used, such as torque wrench or infrared scanning camera.

F) Location, Type, Name and Name Plate Information of Electrical Equipment maintained and tested.

G) Descriptions of work items Test Data H) Reference Materials such as equipment manufacturer’s specifications I) Remarks on conditions of electrical equipment, including a listing of all deficiencies, if any.

J) Recommended corrective actions, if any

B. At the end of each testing day, the contractor shall provide a draft report to the COR listing all critical deficiencies, faults or items discovered during testing that needs to be addressed.

C. All work will be provided with 1-year parts and labor guarantee from date of acceptance by VA.

D. Acceptance criteria for work:

A) Demonstrate the operation of the system.

B) Provide factory startup and certification of all systems.

9. QUALITY CONTROL PROGRAM:

1) The Contractor shall establish a complete quality control program to assure the requirements of the Contract are met as specified. The QCP shall be submitted to the COR for review and approval within ten calendar days after contract award. The QCP shall be a system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR or CO point out the deficiencies. This QCP is of paramount importance. The program shall include, but not limited to the following:

A) The PM Checklist (ATTACHMENT B – PM Checklist) shall be signed and dated to indicate the time inspection was completed. It is not permissible for the person who performs the work to inspect and accept that work. The Contractor and his supervisors who shall complete inspections shall be identified by title and type of inspection each is authorized to perform.

B) An on-site file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the Government, upon request, during the term of the Contract.

C) Contractor shall inspect the premises (as needed) and provide in writing, any noted discrepancies and planned follow-up action be correct discrepancies. The written report shall be sent to the COR.

2) The COR or designee shall monitor the Contractors compliance with, and performance under, the terms and conditions of the Contract.

3) PROCEDURES:

A) The government (VA) officials who observe unacceptable services, either incomplete or not performed, for any of the contract tasks in the contract shall immediately contact the COR and the COR shall complete appropriate documentation to record the complaint. The COR shall consider the complaint valid upon inspection of the alleged unacceptable service. The COR shall inform the supervisor/management official of the approximate time the unacceptable performance shall be corrected and advise the supervisor/management official to contact the COR if not corrected. The COR shall consider the customer complaint resolved unless notified otherwise by the supervisor/management official.

B) The COR shall notify the Contractor’s Quality control Inspector (QCI) or supervisor verbally or via email to address any complaints. The QCI shall be given two hours to correct the unacceptable performance unless otherwise agreed to with the COR. If the QCI disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the QCI shall notify the COR. The COR shall conduct an investigation to determine the validity of the complaint. If the COR determines the complaint as invalid, he/she shall document the written complaint of the findings and notify the supervisor/management official. The COR shall retain the annotated copy of the written complaint for his/her files. If after investigation the COR determines the complaint as valid, the COR shall inform the QCI and the QCI shall be given an additional hour to correct the defect. A defect shall not be recorded if proper and timely correction of the unacceptable condition(s) is/are accomplished. The QCI shall return the written customer complaint document, properly completed with actions taken, to the QA, who shall file the complaint for monitoring future recurring performance.

10. CONFORMANCE STANDARDS:

Chemicals used shall not cause damage to government owned equipment, furniture, exterior building surfaces, etc. Any excess servicing chemicals spilled shall be cleaned-up, the residue neutralized as required, and the surface washed and dried. Spilled clean water shall be cleaned up and the surfaces dried. Contractor shall furnish a listing of proposed chemicals, along with SDS, to be used for approval by the Government to the COR.

Contractor shall ensure that the equipment functions in conformance with the latest published edition of OSHA, VA, NFPA 110, and industry standards applicable to this type of equipment. In addition, the equipment covered by this contract shall be maintained in accordance with the manufacturer's standards/specifications.

The preventative maintenance and operational testing program shall be based on all of the following:

1) Manufacturer’s recommendations

2) Instruction manuals

3) Minimum requirements of NFPA 110

4) The authority having jurisdiction

11. ADDITIONAL CHARGES

There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. All fees are to be inclusive in awarded contract and are full responsibility of the contractor.

12. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE

The Contractor shall notify the CO/COR (in writing or email) immediately, but no later than twenty-four (24) hours after discovery, of the existence or the development of any defects or repairs required, to the scheduled equipment, which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost for any repair not covered by the contract. Contractor shall not commence with repair without obtaining approval from the Contracting Officer. Parts/repairs may be paid separate from this contract by modification or on a separate PO.

13. FACILITY CHECK IN/OUT REQUIREMENTS:

The Contractor shall be required to report to the Facilities Management Office, Building 70, Wing E during normal hours of coverage Monday through Friday from 7:00 AM to 3:30 PM and the Graphics Center, Building 113 during off hours and weekends to check in for services performed under this contract. This check-in is mandatory. The FSE shall also be required to check out with the above or as specified by the COR. ALL reports shall be submitted to the COR for an “Acceptance Signature.” If the COR is unavailable, a signed, authorized copy of the report shall be sent to the Contractor after the work can be reviewed, if requested or noted on the report.

VA Contact Person (s) COR: Plumbing & Electric shop supervisor (414) 384-2000 x43931 ALT COR Electric shop work lead (414)384-2000 x41032

14. COMPLIANCE WITH THE GENERAL SAFETY REGULATIONS

1) All Contractors and Subcontractors performing services for the Government shall comply with all OSHA, State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. All Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract.

2) All ladders, scaffolding, tools, equipment, personal protective equipment, etc. shall be OSHA approved for the work to be performed. Contractor shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Contract.

3) The Contractor shall purchase and issue all chemicals in their original containers. Materials that require precautionary warnings shall have affixed to all containers such labels or markings as are prescribed by law, regulatory agencies or this Contract. Any violation of OSHA may be subject to default action.

4) Contractor shall furnish to the COR two (2) copies of Safety Data Sheets (SDS), for all products proposed for use, a minimum of seven (7) days prior to beginning service, for approval. Contractor shall update copies of the SDS on an annual basis. In addition, each time a new chemical product is proposed to be introduced into the facility, a copy of that product's SDS shall be provided to the COR for approval, prior to the product being used at the facility.

15. DEFINITIONS/ACRONYMS

1) Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status.

2) Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.

3) CO - Contracting Officer

4) COR - Contracting Officer's Representative

5) EPS – Emergency Power System

6) KW – Kilowatt

7) DCA – Diesel Coolant Additive

8) PMI - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

9) Emergency Service/Call Back - Services/repairs to be performed (excluding regularly scheduled inspections, maintenance, and repairs) upon Government notification 24 hours a day, 7 days a week.

10) ESR - Vendor Engineering Service Report. A document of the services rendered for each incidence of work performance under the terms and conditions of the contract.

11) Response Time - Refers to the physical presence of a qualified service technical mechanic on site to perform repairs within stipulated time frames within the contract.

12) NFPA - National Fire Protection Association.

13) OSHA- Occupational Safety and Health Administration

14) PM – Preventative Maintenance

15) QCI – Quality Control Inspector

16) VAMC - Veterans Affairs Medical Center

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