Attachment 1 - PWS Generator Maintenance and Testing.docx

PERFORMANCE WORK STATEMENT (PWS)

1.0 INTRODUCTION

The Department of Veterans Affairs, Montana Veterans Health Administration (VHA) has a requirement for Generator Load Testing and Maintenance Services. Contractor shall provide maintenance, inspection, testing, and calibration of Emergency Backup Generator and all its components (e.g., batteries, Automatic Transfer Switches (ATS), fuel supply, radiators, etc.) located at the Miles City Community Living Center (CLC) located at 210 S Winchester Ave, Miles City, MT 59301. Contractor shall provide all labor, equipment and resources necessary to complete the services and return the unit to service detailed in the PWS.

The CLC has a 375 kW primary generator system that includes various secondary voltages and both normal and emergency power sources.

2.0 SCOPE OF WORK

The contractor shall provide all materials, labor, and equipment required to load test the generator at the Miles City CLC. Load testing shall be in accordance with the most current National Fire Protection Association (NFPA) 110 Standard for Emergency and Standby Power Systems (EPS), current publication is 2013 Edition, Joint Commission requirements, and manufacturer specifications.

The EPS is by NFPA definition a source of electric power of the required capacity and quality for an emergency power supply system (EPSS). Miles City CLC EPS consists of one (1) emergency generator listed below and shown in Attachment A-Diagram. The system shall be tested annually in October of each contract year.

The contractor shall provide all necessary labor, materials, tools and specialized equipment necessary for the full performance of this contract.

Testing, maintenance, and exercising of the generator, including all related components, must be executed to meet the requirements of NFPA 99 and NFPA 110, whichever is more stringent.

*Load Bank Testing must meet The Joint Commission requirements to be under load of at least 30 percent of the nameplate load.

3.0 CONTRACTOR RESPONSIBILITIES:

Contractor shall perform:

a. Load Tests (Annually):

i. Perform a full load test at a predetermined percentage of the generator's capacity for a specified duration.

ii. Monitor all critical parameters during the load test.

b. Maintenance Procedures (Annually):

i. Fuel System Maintenance:

1. Regularly check fuel levels and quality.

2. Clean fuel filters and lines as per manufacturer recommendations.

ii. Lubrication System:

1. Change engine oil and filters according to schedule. Contractor is responsible for the disposal of any used oil or fluids.

2. Inspect and lubricate all moving parts.

iii. Cooling System:

1. Check coolant levels and composition.

2. Clean cooling system components as needed.

3. Annual air filter replacement.

iv. Electrical System:

1. Inspect generator wiring and connections for damage or corrosion.

2. Test automatic transfer switch functionality.

Maintenance shall include:

- 4-hour/2-hour load bank testing*

- Fluid analysis for oil, fuel and coolant.

- Fuel Quality testing for fuel tanks supplying the emergency generator

- All material & supplies shall be genuine CAT filters, fluids, gaskets, seals, etc.

4.0 CONTRACTOR QUALIFICATIONS:

a) The Contractor shall have track records of proven experience with generator operations and load banking.

b) The Contractor shall have safety training – either on-the-job or class-room type in electrical safety outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S – Electrical and NFPA 70E – Standard of Electrical Safety in the Workplace. Training certifications shall be submitted to the VA Facilities Management Service Contracting Officer Representative (COR) prior to work. If no training certificates are available, the Contractor’s employer shall certify that the service technician(s) meet this requirement.

5.0 CONTRACTOR PROVIDED:

Backup Generator: The contractor shall provide all transportation, labor, tools, rental emergency generation equipment (per NFPA 110. 8.1.2), automatic connection equipment, and fuel used during testing for the provided backup systems; and all other resources necessary to perform the service and documentation during the inspecting, testing, and evaluating of the emergency generators.

· Contractor shall install, connect, and operate a backup rental/temporary standby generator connected to the facility during the actual load bank testing to ensure that a reliable source of power is available should the system being tested fail.

· The backup generator systems shall be of the same size or larger and the same voltage as the generator being tested and connected to a fuel supply capable of an eight-hour run at 100% load.

· The contractor is responsible for the delivery, return, connection, and placement of the automatic equipment necessary to transfer the temporary generator set to the connected load within 10 seconds of any failure of normal power.

6.0 SCHEDULING:

All inspection, evaluation and testing service must be scheduled one week in advance as and in agreement with the COR.

· The contractor must sign in each day that work is to be performed. Employees to perform the service must report to Miles City CLC Facility Manager.

· Contractor must notify the COR prior to testing any generator set or alarm devices unless the facility manager is witnessing the test and is physically present at the testing site.

7.0 REPAIRS:

Any necessary repair/replacement parts or services created by testing of the equipment as part of this contract must be identified and reported to the COR for further action. Contractor shall communicate and coordinate with the COR for all repairs.

Repairs shall be designated and completed as emergency basis under separate CLINs in the contract and not to exceed $2,500.

Contractor shall pause/standby annual testing for repairs. Contractor shall resume testing as soon as practical after the repairs have been made. During the time that the generator remains out of service, the contractor shall connect and maintain the standby/backup generator and associated automatic connection equipment, as provided in section 5.0 of this contract.

The backup emergency generator shall provide service until all repairs have been completed and the successful load bank testing procedures have reached a satisfactory conclusion. The contractor’s responsibility for additional rental outlays due to this requirement shall be limited to standby service.

Additional rental, run time, fuel cost, and connection time outlays, if required, shall be negotiated or coordinated with the COR as needed based on the cost per hour run timeline item identified in the awarded contract, and cost per day/hr. for a connected generator.

Minor repairs shall include but not be limited to such items as loose bolts, lose or broken lugs, wiring terminals, heaters, malfunctioning targets, dirty/high resistance connections, etc. and shall be communicated with the COR prior to making the repair during testing if possible.

Non-Emergency Repairs: The Contracting officer can authorize requests for repairs if they are submitted in writing and do not exceed $2,500. All requests for repairs shall be in writing with a detailed explanation, cost of parts, labor and all associated costs to complete repair.

Any repair that exceeds $2,500 shall require approval. The contractor shall submit their request for repair with a detailed explanation and breakdown of costs to the COR who will work with contracting on the requirement.

All material & supplies shall be genuine CAT replacement parts: filters, fluids, gaskets, seals, etc.

8.0 EMERGENCY REPAIRS:

The contractor may be requested to perform emergency repair work if a circuit cannot be energized after inspection and maintenance have been accomplished. Any item found to be out of tolerance, or in any other way defective because of the required testing, shall be reported to the Contracting Officer’s Representative (COR) immediately.

The COR may authorize an emergency repair for an emergency that occurs outside of normal working hours 7:00 am -4:30 pm, Monday- Friday. The COR shall notify the CO and submit, in writing, the circumstances surround the emergency the next business day. The contractor shall submit a detailed breakdown of all costs to the COR and the CO within 24 hours, to include a detailed breakdown of labor, by category to include the number of estimated hours. All parts shall be listed and priced individually.

9.0 COORDINATION:

The contractor shall be responsible for coordinating any necessary utility system shutdowns and returning these systems to an operational mode. In addition, the contractor must notify the COR before any systems are shut down and when these systems are put back into full service.

The contractor will not be permitted to leave any emergency generator system or component in a non-automatic connected mode or unattended mode during any portion of the testing.

Should such non-automatic circumstances exist the contractor must have the approval of the COR.

The contractor shall be responsible for any damage due to negligence to equipment that is created while performing the services required in this contract.

Contractor shall ensure that equivalent loads used for testing are connected such that they can be automatically replaced with the emergency loads in case of failure of the primary power source.

10.0 DELIVERABLES:

At the completion of the service visit for all equipment, the contractor shall furnish a final written report, via e-mail or standard mail, within ten working days of completion of the testing, inspection and evaluating. Report shall list as a minimum:

i. Date of Service.

ii. Company’s name, addresses, telephone, & FAX numbers.

iii. Name and signature of contractors who perform the maintenance and testing.

iv. VA Work Contract Number, name and number of VA Contracting Officer.

v. Copies of contractors’ valid licenses, professional and training certificates.

vi. Location of system or devices

vii. Type of system or devices

viii. Type of service being performed.

ix. Recommended corrective actions, if any.

x. Tests completed.

xi. Fluid tests results

xii. Remarks on conditions of electrical equipment. List all deficiencies, if any.

xiii. Reference materials such as equipment manufacturer’s specifications, coordination study, etc.

11.0 KEY PERSONNEL:

Key personnel will be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted, or replaced from the work without prior written approval of the COR. The contractor shall submit written notice of proposed personnel changes to the COR for approval at least thirty (30) business days in advance.

12.0 CONTRACTOR EMPLOYEE IDENTIFICATION:

Contractor shall ensure that their personnel wear company uniforms and a visible identification badge which contains a photograph of the employee. All contractor vehicles and collection bins will be clearly identified with the company’s name.

Upon contract award, the Contractor shall specify an individual who shall serve as a single point of contact (POC) for all Contract related business. Contractor must provide to the COR the POC contact details, to include cell phone and email. The POC must be easily accessible by phone.

13.0 HOLIDAYS AND WORK HOURS:

The services covered by this contract shall be furnished by the contractor as defined herein. The contractor shall not be required, except in cases of emergency, to furnish such services on Federal Holidays or during off duty hours as described below.

Normal working hours: Monday through Friday, 7:45 a.m. – 4:30 p.m. MOUNTAIN TIME, excluding federal holidays.

The 11 holidays observed by the Federal Government are:

Christmas Day

Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

14.0 INVOICES:

The contractor shall submit payment requests in electronic form via VA’s Electronic Invoice Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.)

Invoices shall be submitted monthly, in arrears. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment.

· Date of Invoice Contract Number

· Purchase Order Number for Correction Period of Performance

· Contractor Name Invoice Number

· CLIN i.e. Contract Line Item and Amount being billed per line item

· Date of Service

15.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The contractor shall be evaluated in accordance with the QASP for Generator Maintenance Services and Load Testing as detailed in Section 16. and Attachment C.

16.0 PERFORMANCE STANDARDS

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort.

· Efficient and effective in meeting requirements

· Meets technical needs and mission requirements.

· Provides quality services/products.

Satisfactory or higher

· Notifies customer in advance of potential problems

· Performs service needs and repairs timely.

Satisfactory or higher

· Personnel possess necessary knowledge, tools, skills, and abilities to perform tasks.

Satisfactory or higher

Acceptable Performance: The Government shall document positive or negative performance. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance: When unacceptable performance occurs, the COR shall work with the Contracting Officer (CO) inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR shall document the discussion and place it in the COR file.

To assure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level. When the COR and CO determines formal written communication is required, the COR and CO shall prepare a Notification (Letter or Concern (LOC), Cure Notice, Show Cause Notice) and present it to the Contractor.

1. The contractor shall acknowledge receipt of the LOC Notice in writing.

2. The LOC will specify if the contractor is required to prepare a corrective action plan (CAP) to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The Notice will also state how long after receipt the contractor shall present this corrective action plan to the CO.

3. The Government shall review the contractor's corrective action plan to determine acceptability.

Any Notice may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

17.0 CONTRACT ADMINISTRATION:

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the COR, CO, and the Contractor.

The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract.

The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

POINTS OF CONTACT

Contracting Officer:

Department of Veterans Affairs Insert address

Contracting Officer’s Representative (COR):

Name Email Address