Statement of Work - Generator Maintenance.docx

VA Eastern Colorado Health Care System Emergency Diesel Generator Inspection, Preventive Maintenance, & Repair

1.0. OBJECTIVE: The VA Eastern Colorado Health Care System (ECHCS) has a requirement for Preventive Maintenance, Service, and Inspections of emergency generators located at Rocky Mountain Regional VA Medical Center (RMRVAMC). All work will be performed at 1700 N. Wheeling Street, Aurora, CO, 80045.

2.0. EQUIPMENT LIST

3.0. SCOPE OF WORK

3.1. Preventative Maintenance (PM)

3.1.1. The following services will be completed on each piece of equipment specified under 2.0. Equipment List.

3.1.2. The following services will be completed on a quarterly basis within each annual period of performance in January, April, July, October.

· Conduct a visual inspection of overall condition for foreign objects, loose or broken fittings, missing guards, or other damaged components.

· Conduct a visual inspection of radiator/heat exchanger for leaks, damage, and debris. Check that louvers or air dampers operate correctly.

· Conduct a visual inspection of coolant for correct level and condition of coolant (presence of rust, oil, or contaminants). Check coolant conditioner concentration and temperature protection. Check filler cap gasket and sealing surfaces.

· Conduct a visual inspection of cooling system hoses and connections for deterioration and ensure all hose connections are tightened.

· Check for loose or worn pulleys and lube fan drive bearing. Check fan operation and clearance.

· Inspect fan belts for wear or deterioration. Check tension and adjust as necessary.

· Inspect jacket water heater for proper operation. Check thermostat setting for proper coolant temperature.

· Conduct a visual and operational inspection of water pump for leaks or unusual noises.

· Inspect fuel tank system for leaks and fuel level. Test day tank pump for proper operation. Inspect fuel condition for contaminants.

· Drain any water from fuel tank or water separator.

· Inspect fuel lines and connections for leaks and tight connections. Check link brackets.

· Inspect governor oil level and controls and linkage for proper operation. Add oil as necessary.

· Inspect primary and secondary fuel filters for damage, leaks, and proper operations. Clean primary filter screen.

· Check fuel pressure gauge for correct pressure.

· Inspect air filter service indicator for proper operation, note reading, and reset indicator.

· Inspect air filter and clean as necessary. Recommend replacement if needed.

· Inspect piping and air filter housing for damage, loose connections, and evidence of leaks. Clean air filter housing and check housing seals and gaskets.

· Inspect turbocharger for oil leakage or exhaust leakage. Check for unusual noises and proper operation.

· Inspect exhaust manifold for damage, loose or missing hardware, evidence of exhaust leakage. Inspect for oil slobbering, and make recommendation as needed.

· Inspect exhaust system silencer and piping for damage, corrosion, or leakage. Check rain cap. Check supports for vibration damage and loose connections.

· Inspect for correct oil level and contamination. Visually inspect unit for leaks.

· Operation check of gauge for correct pressure. Operational and visual inspection of prelube pump.

· Inspect crankcase breather for proper operation. Check connections and inspect hose for deterioration. Note excessive blowby.

· Obtain oil sample for analysis.

· Inspect batteries for damage or leakage. Clean and tighten all battery cable connections. Check electrolyte level and specific gravity. Fill cells with distilled water as needed.

· Inspect battery charger for proper operation, loose terminals, and deteriorated wiring.

· Inspect starting motor electrical connections and wiring. Inspect oil jar and feeder operation. Operational check of abnormal engagement and cranking noises.

· Inspect alternator for proper operation, loose connections, and mounting hardware. Check belts, pulleys, and voltage output.

· Inspect safety controls for proper operation, loose connections, and wiring deterioration. Check all safety controls for proper operation.

· Inspect remote annunciators and alarms and test all panel and system alarms for proper operation.

· Power Generator Slip Rings and Brushes – Remove and inspect brushes, clean slip rings, adjusting as needed.

· Inspect space heaters for proper operation.

· Perform operational check for proper operation and correct readings on control panel including start controls, voltmeter, ammeter, frequency meter.

· Inspect gas lines and connections for tight connections. Check line brackets.

· Inspect carburetor and linkage for proper operation, free of binding.

· Magneto/Distributor and Ignition System – Check condition of ignition wires. Check magneto/distributor operation.

· All inspections, readings, and work performed during the quarterly service visits shall be documented and provided to the Government point of contact (POC) within 5 business days of work being completed. Any issues found during the inspection that require attention or repair shall be reported to the POC within 24 hours of inspection.

3.1.3. The following PM Services will be completed on an annual basis in July unless otherwise specified.

· Inspect fuel filter and replace.

· Change oil filters. Inspect all gaskets and seals. Inspect old oil filter including internal inspection.

· Change oil (Base Year, Option Year 2, and Option Year 4 ONLY)

· Sample and analyze engine oil for indications of potential system failure.

· Sample and analyze fuel oil in all emergency generator storage tanks for contamination.

· Sample and analyze coolant.

· Inspect and change crankcase filter (Base Year, Option Year 2, and Option Year 4 ONLY). During other option years, crankcase filter shall be inspected and cleaned as needed.

· Check and adjust valves as needed.

· Inspection and ensure proper valve rotation.

· Inspect turbocharger for proper end play of rotating assembly and check for oil leakage or unusual noises.

· Check oil pressure, water temperature, and alternator gauges for accurate and replace as needed.

· Lubricate generator rear bearing.

· Check for proper adjustment and condition of vibration isolators.

· Inspect free movement of circuit breakers.

· Inspect automatic transfer switch.

· Vacuum and clean control panel.

· Inspect gap and clean spark plugs.

· Check carburetor operation, air/fuel ration, and differential pressure. Adjust as needed and lubricate linkage.

· Check ignition system for proper operation. Provide quote for any replacement parts as needed such as spark plugs, ignition wires, ignition cap, rotor.

· Properly dispose of waste oil and filters.

3.1.4. The following PM Services will be completed on a triennial basis (Option Year 2) in July unless otherwise specified.

· Flush, drain, replace coolant and conditioner.

· Replace cooling system thermostats and related gaskets and seals.

· Replace cooling system fan belts.

· Replace cooling system hoses.

· Replace lead acid batteries.

· Check and test NiCad batteries.

· Replace starting system alternator belt.

· Replace engine block heater hose.

3.2. Repairs and Emergency Repairs

3.2.1. The POC shall be immediately informed If any deficiencies are identified during preventative maintenance. Repairs identified during service shall be quoted and will be repaired using CLIN specified for repairs.

3.2.2. Contractor shall provide a single number for emergency repairs. The emergency repair number shall available any time of day, any day of the year. Upon notification of the need for emergency repairs, the contractor shall dispatch a service technician. The service technician shall be on station within two (2) hours of notification. Technician shall arrive with appropriate tools to begin work once on site.

3.2.3. Parts, materials or supplies for repairs shall be included and will be itemized on invoices.

4.0. CONTRACTOR’S QUALIFICATIONS:

4.1. Contractor must use Caterpillar (manufacturer) equipment, parts, and services to ensure the warranties are not nullified.

4.2. Contractor’s repair technicians must be Caterpillar factory trained and certified to service and repair Caterpillar generators and automatic transfer switches.

4.3. Contractor’s warehouse and repair technicians must be within one (1) hour driving time of the VA campus.

5.0. GENERAL REQUIREMENTS

5.1. If unable to complete the scheduled PM by the due date because the contract is awarded after the due date, complete the service within 30 days of contract award. Remaining PM services shall be completed per the contract schedule.

5.2. Contractor shall coordinate all maintenance, service, inspections, and testing with the POC during normal working hours. (7:00 AM – 4:30 PM Monday – Friday) for 4 of the generators. Preventative maintenance services that limit the generator’s ability to provide power to the facility shall be conducted on a weekend (7:00 AM – 4:30 PM Saturday or Sunday) and shall be scheduled with the POC at least 2 weeks before the requested date.

5.3. Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility.

5.4. Contractor shall provide phone response to emergency calls within one (1) hour of receiving call and a two (2) hour response time (technician on site) for all emergency calls 24/7. VAMC will determine what calls they consider emergency and will notify the call service as such.

5.5. Contractor shall perform a minimum of four (4) visits per year to ensure accomplishment of all required preventive maintenance, service, and inspections as defined in scope of work.

5.6. Contractor shall provide detailed maintenance reports, service reports, inspection reports, and testing reports within seventy-two (72) hours of completion of these services.

5.7. Contractor will follow all VA Medical Center requirements concerning lockout/tagout procedures as required and hazardous waste removal and disposal requirements.

5.8. The contractor shall provide all transportation, labor, tools equipment, and material to accomplish the testing requirements listed.

5.9. Contractor shall follow all ECHCS guidance on patient confidentiality. Taking photographs is strictly controlled while on V.A. property.

5.10. All contractor personnel must attend site orientation prior to work on the station. The orientation takes approximately 30 minutes to complete.

5.11. Contractor must report to Facilities Management Service in building LS, room 108 for instructions each time they are on sight.

5.12. Contractor shall wear VA issued I.D. badge while on campus.

5.13. Contractor is expected to work independently, with adequate personnel to accomplish all services in an efficient manner.

5.14. The contractor shall provide the POC with electronic copies of all inspection reports.

5.15. Contractor shall remove and dispose of any equipment and materials that they or their subcontractors remove from service and will no longer be needed after ensuring with the POC that the facility does not want to retain it. All trash will be removed daily and all areas that work was conducted in will be placed back to the same condition as it was prior to work being performed.

6.0. SECURITY AND SAFETY REQUIREMENTS

6.1. All Contractor personnel working onsite at the RMRVAMC campus shall check in and out with the VA Police located in the main hospital building. Access to work areas and performance monitoring will be provided by VA Point of Contact.

6.2. The Contractor shall adhere to all the facility safety policies.

7.0. CONTRACT ADMINISTRATION

7.1. Period of Performance. Field work on this project shall begin within 10 days of notice to proceed (NTP) and site survey work shall be coordinated with RMRVAMC Facility Management Service (FMS) Engineering staff and the POC. Total period of performance for this work is one 12-month base year and four (4) option years.

7.2. Duty hours are 6:30 am to 4:30 pm, Monday through Friday.

7.3. RMRVAMC observes eleven (11) Federal holidays per year, listed below. When a holiday falls on a Saturday it is observed the day before on Friday. When a holiday falls on a Sunday, it is observed the day after on Monday. Any work on these days must be requested in advance and approved by the POC.

· New Year’s Day

· Birthday of Martin Luther King, Jr.

· Washington’s Birthday

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day