Revised SOW - Electric Motor Maintenance.pdf

Statement of Work for

Preventive and Predictive Electric Motor Maintenance

1. PROJECT INFORMATION

1.1. PROJECT BACKGROUND

The General Services Administration Central Heating & Refrigeration Plant (GSA CHRP) operates approximately sixty-five (65) electrical motors connected to various critical systems. The electrical motors are critical to HOTD’s mission of producing steam and chilled water and should be maintained to prevent motor failure and electrical faults which result in downtime and production losses. Predictive and Preventative Maintenance (PM) of the electrical motors will help to alleviate problematic faults caused from wiring and electrical connections as well as motor malfunction and inefficiency caused by physical degradation from wear and tear during daily operation. Performing predictive testing and preventative maintenance will provide historical data about each motor, benefitting both technicians and engineers alike. This will help to develop data for each motor; thus, increasing motor reliability and facilitating continuous steam and chilled water production.

1.2. PROJECT OBJECTIVES

The objective of this contract is to hire a Contractor to provide motor maintenance, reduce motor failure and downtime and to increase reliability of production by providing in-depth analysis leading to corrective action recommendations and corrective repair, when required. This document outlines the contractor’s responsibilities in performing preventative and predictive maintenance on specified electrical motors throughout the Central Heating and Refrigeration Plant. This document shall outline the necessary tests and inspections the contractor is to perform under the maintenance contract. The expected deliverables and acceptable standards of preventative and predictive maintenance practices are also outlined.

NOTE: The Contractor shall be required to visit the site for clarification of the requirements of this contract before submittal of the proposal. The expected deliverables and acceptable standards encompassing predictive and preventative maintenance (PM) include the following:

● Physical Inspection of Electrical Motors

● Performance Testing on Electrical Motors

● Reimbursable incidental Repair of Electrical Motors

● Motor Re-commissioning (reassemble, reconnect, realignment and place back in service)

1.3. PRICING

The Government contemplates the award of a firm fixed-price contract to the successful offeror. The prices shall include, but shall not be limited to the following:

● Professional Motor Maintenance Services

● Contract Management

● Services including Materials, Labor, and Supervision

● Professional Inspection and Testing Services

2. SCOPE OF WORK

The contractor shall furnish all the necessary management, equipment, labor, mobilizations, supplies, chemicals, tools, supervision, supplies and material to perform preventive and predictive maintenance or repairs to approximately sixty-five (65) electric motors of varying weight, type, horse power, RPM and voltage level as specified herein for the U.S. General Service Administration, Heating Operation and

Transmission District’s Central Heating and Refrigeration Plant (CHRP) located at 13th and C Street, S.W., Washington DC. GSA must approve all proposed changes in the Scope of Work. The categories of work encompassing predictive and preventative maintenance (PM) include the following:

● Physical Inspection of Electrical Motors

● Performance Testing on Electrical Motors

● Reimbursable incidental Repair of Electrical Motors

● Motor Re-commissioning (reassemble, reconnect, realignment and place back in service)

2.1. PROJECT REQUIREMENTS

2.1.1. Additional Services

a. Maximum Total Amount for Additional Services: The additional work under the base year and each of the option years will each have a Minimum Order amount of $3,500 and a Maximum Order Limit (MOL) of $100,000.00 for a total potential aggregate contract total of $500,000.00.

b. Additional services will be procured through the issuance of contract task orders as requirements occur. Contract task orders will be issued using the GSA Form 300, titled “Order for Supplies and Services.” A GSA Form 300-A may be used for continuation sheets when necessary. Attachments forming part of each contract work order may also be used for lengthy statements of work, etc. All contract task orders will be priced with an appropriate fixed dollar value and indicate a performance period for the required services. The task order performance period may extend beyond the expiration date of the current contract effective period (The end date for either the base year or exercised option years whichever is latest). Task orders, and associated modifications, must be signed by the Contracting Officer to be valid. (The Contracting Officer will appoint designated CORs in writing.)

c. The hourly contract man-hour rates shall be used for pricing the level of effort in each contract task order. Rates for disciplines not included in the initial contract must be priced and incorporated by modification to the basic contract before being used in contract task orders.

d. When authorized or requested by the Government, reimbursable incidental expenses required in connection with the work scope shall be included as part of the cost breakdown in the proposal.

The firm fixed price for each contract task order will be based on fixed hourly rates established in the contract for the effective period(s) when they will be performed, the negotiated level of effort for each required discipline, travel (if authorized), miscellaneous items, reproduction costs, deliverables, and all other terms agreed upon by the parties.

e. In developing the required hourly rates, the Contractor shall include all allowable profit, overhead, and general condition costs to include home office support, anticipated company-wide increases, fringe benefits, individual employee promotions, all direct labor costs, computer time, data entry, carrier/messenger services, local travel, supplies, equipment, and communication services associated with this contract.

f. The hourly rates and unit prices listed and accepted at contract award will be the rates and unit prices that will be used as the basis for pricing future task orders issued under this contract. The base year and each option period are to be separately priced.

2.1.2. Price for Base Year- Additional Services– First 12-Month Period

***Provide a price per item below not to be included in the pricing for basic services***

Additional Task as Needed (“Reimbursable Repair”): Provide all management, labor, supervision, mobilizations, equipment, and materials to perform additional tasks on a reimbursable repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these reimbursable incidental repairs.

Reimbursable Incidental Services as Needed Quantity Unit Unit

Price

Amount

Motor Rigging 1 HR

Motor Loading 1 HR

Motor Dismantling 1 HR

2-Way Transport (TO & From CHRP) 1 HR

Motor Reconditioning 1 HR

Motor Rebuild 1 HR

Electrically Connect Motor 1 HR

Motor Testing (Dynamic, static. etc.) 1 HR

Mechanical Inspection (windings, rotor, etc.) 1 HR

Extensive Cleaning (Dirt & oil removal, etc.) 1 HR

Single Row Ball Bearing, 6313 JEM 1 EA

Single Row Ball Bearing, 6312 JEM 1 EA

Single Row Ball Bearing, 6320 JEM 1 EA

Single Row Ball Bearing, 6226 JEM 1 EA

Single Row Ball Bearing, 6378 1 EA

Single Row Ball Bearing, 6315 1 EA

Single Row Ball Bearing, 318 1 EA

Single Row Ball Bearing, 316 1 EA

Journal Repair 1 HR

Shaft Repair 1 HR

Bearing House Repair 1 HR

Bearing Refurbishment for Sleeve Rewind 1 HR

Stator Rewind 1 HR

Power Lead Replacement 1 HR

Coupling Repair 1 HR

Total Base Year Reimbursable Repairs $

The labor rates quoted below will be used as the basis for negotiating reimbursable repairs.

TRADE Quantity UNIT Regular

Time

Rate

Overtime

Rate

Field Technician 1 HR

Electrical Technician

Supervisor

1 HR

Mechanical Technician 1 HR

Winding Technician 1 HR

Licensed Journeyman

Electrician

1 HR

Electrician Helper 1 HR

Laborer Leader 1 HR

General Laborer 1 HR

Total Base Year Labor $

2.1.3. Price for First Option Year – Additional Services- Second 12-Month Period

***Provide a price per item below not to be included in the pricing for basic services. ***

Additional Task as Needed (“Reimbursable Repair”): Provide all management, labor, supervision, mobilizations, equipment, and materials to perform additional tasks on a reimbursable incidental repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these reimbursable incidental repairs.

Reimbursable Incidental Services as Needed Quantity Unit Unit

Price

Amount

Motor Rigging 1 HR

Motor Loading 1 HR

Motor Dismantling 1 HR

2-Way Transport (TO & From CHRP) 1 HR

Motor Reconditioning 1 HR

Motor Rebuild 1 HR

Electrically Connect Motor 1 HR

Motor Testing (Dynamic, static. etc.) 1 HR

Mechanical Inspection (windings, rotor, etc.) 1 HR

Extensive Cleaning (Dirt & oil removal, etc.) 1 HR

Single Row Ball Bearing, 6313 JEM 1 EA

Single Row Ball Bearing, 6312 JEM 1 EA

Single Row Ball Bearing, 6320 JEM 1 EA

Single Row Ball Bearing, 6226 JEM 1 EA

Single Row Ball Bearing, 6378 1 EA

Single Row Ball Bearing, 6315 1 EA

Single Row Ball Bearing, 318 1 EA

Single Row Ball Bearing, 316 1 EA

Journal Repair 1 HR

Shaft Repair 1 HR

Bearing House Repair 1 HR

Bearing Refurbishment for Sleeve Rewind 1 HR

Stator Rewind 1 HR

Power Lead Replacement 1 HR

Coupling Repair 1 HR

Total First Option Year Reimbursable Repairs $

The labor rates quoted below will be used as the basis for negotiating reimbursable repairs.

TRADE Quantity UNIT Regular

Time

Rate

Overtime

Rate

Field Technician 1 HR

Electrical Technician

Supervisor

1 HR

Mechanical Technician 1 HR

Winding Technician 1 HR

Licensed Journeyman

Electrician

1 HR

Electrician Helper 1 HR

Laborer Leader 1 HR

General Laborer 1 HR

Total First Option Year Labor $

2.1.4. Price for Second Option Year – Additional Services- Third 12-Month Period

***Provide a price per item below not to be included in the pricing for basic services***

Additional Task as Needed (“Reimbursable Repair”): Provide all management, labor, supervision, mobilizations, equipment, and materials to perform additional tasks on a reimbursable incidental repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these reimbursable repairs.

Reimbursable Incidental Services as Needed Quantity Unit Unit

Price

Amount

Motor Rigging 1 HR

Motor Loading 1 HR

Motor Dismantling 1 HR

2-Way Transport (TO & From CHRP) 1 HR

Motor Reconditioning 1 HR

Motor Rebuild 1 HR

Electrically Connect Motor 1 HR

Motor Testing (Dynamic, static. etc.) 1 HR

Mechanical Inspection (windings, rotor, etc.) 1 HR

Extensive Cleaning (Dirt & oil removal, etc.) 1 HR

Single Row Ball Bearing, 6313 JEM 1 EA

Single Row Ball Bearing, 6312 JEM 1 EA

Single Row Ball Bearing, 6320 JEM 1 EA

Single Row Ball Bearing, 6226 JEM 1 EA

Single Row Ball Bearing, 6378 1 EA

Single Row Ball Bearing, 6315 1 EA

Single Row Ball Bearing, 318 1 EA

Single Row Ball Bearing, 316 1 EA

Journal Repair 1 HR

Shaft Repair 1 HR

Bearing House Repair 1 HR

Bearing Refurbishment for Sleeve Rewind 1 HR

Stator Rewind 1 HR

Power Lead Replacement 1 HR

Coupling Repair 1 HR

Total Second Option Year Reimbursable Repairs $

The labor rates quoted below will be used as the basis for negotiating reimbursable repairs.

TRADE Quantity UNIT Regular

Time

Rate

Overtime

Rate

Field Technician 1 HR

Electrical Technician

Supervisor

1 HR

Mechanical Technician 1 HR

Winding Technician 1 HR

Licensed Journeyman

Electrician

1 HR

Electrician Helper 1 HR

Laborer Leader 1 HR

General Laborer 1 HR

Total Second Option Year Labor $

2.1.5. Price for Third Option Year – Additional Services- Fourth 12-Month Period

***Provide a price per item below not to be included in the pricing for basic services***

Additional Task as Needed (“Reimbursable Repair”): Provide all management, labor, supervision, mobilizations, equipment, and materials to perform additional tasks on a reimbursable incidental repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these reimbursable repairs.

Reimbursable Incidental Services as Needed Quantity Unit Unit

Price

Amount

Motor Rigging 1 HR

Motor Loading 1 HR

Motor Dismantling 1 HR

2-Way Transport (TO & From CHRP) 1 HR

Motor Reconditioning 1 HR

Motor Rebuild 1 HR

Electrically Connect Motor 1 HR

Motor Testing (Dynamic, static. etc.) 1 HR

Mechanical Inspection (windings, rotor, etc.) 1 HR

Extensive Cleaning (Dirt & oil removal, etc.) 1 HR

Single Row Ball Bearing, 6313 JEM 1 EA

Single Row Ball Bearing, 6312 JEM 1 EA

Single Row Ball Bearing, 6320 JEM 1 EA

Single Row Ball Bearing, 6226 JEM 1 EA

Single Row Ball Bearing, 6378 1 EA

Single Row Ball Bearing, 6315 1 EA

Single Row Ball Bearing, 318 1 EA

Single Row Ball Bearing, 316 1 EA

Journal Repair 1 HR

Shaft Repair 1 HR

Bearing House Repair 1 HR

Bearing Refurbishment for Sleeve Rewind 1 HR

Stator Rewind 1 HR

Power Lead Replacement 1 HR

Coupling Repair 1 HR

Total Third Option Year Reimbursable Repairs $

The labor rates quoted below will be used as the basis for negotiating reimbursable repairs.

TRADE Quantity UNIT Regular

Time

Rate

Overtime

Rate

Field Technician 1 HR

Electrical Technician

Supervisor

1 HR

Mechanical Technician 1 HR

Winding Technician 1 HR

Licensed Journeyman

Electrician

1 HR

Electrician Helper 1 HR

Laborer Leader 1 HR

General Laborer 1 HR

Total Third Option Year Labor $

2.1.6. Price for Fourth Option Year – Additional Services- Fifth 12-Month Period

***Provide a price per item below not to be included in the pricing for basic services. ***

Additional Task as Needed (“Reimbursable Repair”): Provide all management, labor, supervision, mobilizations, equipment, and materials to perform additional tasks on a reimbursable repair basis (if authorized). The rates quoted below will be used as the basis for negotiating these reimbursable incidental repairs.

Reimbursable Incidental Services as Needed Quantity Unit Unit

Price

Amount

Motor Rigging 1 HR

Motor Loading 1 HR

Motor Dismantling 1 HR

2-Way Transport (TO & From CHRP) 1 HR

Motor Reconditioning 1 HR

Motor Rebuild 1 HR

Electrically Connect Motor 1 HR

Motor Testing (Dynamic, static. etc.) 1 HR

Mechanical Inspection (windings, rotor, etc.) 1 HR

Extensive Cleaning (Dirt & oil removal, etc.) 1 HR

Single Row Ball Bearing, 6313 JEM 1 EA

Single Row Ball Bearing, 6312 JEM 1 EA

Single Row Ball Bearing, 6320 JEM 1 EA

Single Row Ball Bearing, 6226 JEM 1 EA

Single Row Ball Bearing, 6378 1 EA

Single Row Ball Bearing, 6315 1 EA

Single Row Ball Bearing, 318 1 EA

Single Row Ball Bearing, 316 1 EA

Journal Repair 1 HR

Shaft Repair 1 HR

Bearing House Repair 1 HR

Bearing Refurbishment for Sleeve Rewind 1 HR

Stator Rewind 1 HR

Power Lead Replacement 1 HR

Coupling Repair 1 HR

Total Fourth Option Year Reimbursable Repairs $

The labor rates quoted below will be used as the basis for negotiating reimbursable repairs.

TRADE Quantity UNIT Regular

Time

Rate

Overtime

Rate

Field Technician 1 HR

Electrical Technician

Supervisor

1 HR

Mechanical Technician 1 HR

Winding Technician 1 HR

Licensed Journeyman

Electrician

1 HR

Electrician Helper 1 HR

Laborer Leader 1 HR

General Laborer 1 HR

Total Fourth Option Year Labor $

3. MAINTENANCE

This section details the professional services and submittals required to support the maintenance of the project.

3.1. GENERAL

The contractor shall furnish all the necessary management, equipment, labor, mobilizations, supplies, chemicals, tools, supervision, supplies and material to perform preventive and predictive maintenance or repairs to approximately sixty-five (65) electric motors of varying weight, type, horsepower, RPM, and voltage level as specified herein. All maintenance and repair shall be coordinated with the CHRP operation and maintenance managers.

3.1.1. Preventive Maintenance of Electrical Motors

The contractor is required to perform a complete on-site mechanical inspection. The contractor shall conduct the physical inspection task for specified motors as they are made available. The physical inspection portion of the PM process shall include but not be limited to the inspection tasks (as they apply to the various types of electrical motors) listed in the CHRP Electric Motor Component

Inspection List (refer to attachments). The contractor shall warranty all Preventive Maintenance (parts and services) and repairs performed for one (1) year from the date the work was performed.

3.1.2. Predictive Maintenance of Electrical Motors

The contractor shall furnish all the necessary management, equipment, tools, labor, mobilizations, chemical, supplies, supervision, and material to perform predictive testing on all specified electrical motors in the Central Heating and Refrigeration Plant. The contractor shall perform predictive testing on all specified motors as they are made available. The predictive testing portion of the PM process shall include but not be limited to the static and dynamic tests (as they apply to the various types of electrical motors) listed in the PM Guide Cards (refer to attachments). Predictive testing results that warrant further investigation requiring the removal of a motor shall be deemed either Non-

Reimbursable/Reimbursable Repairs and shall be addressed in accordance with Section C.25. -

Repairs. The contractor shall report all testing methods and results in accordance with Section C.8.3 –

Reporting, Recording & Documentation. The contractor shall warranty all Predictive Maintenance

(parts and services) and repairs performed for one (1) year from the date the work was performed.

3.1.3. Maintenance Standard

As part of the Contractor’s established system for scheduling and performing scheduled preventive maintenance (See 4.1, General, above), the Contractor shall propose to the CO or designee, preventive or predictive maintenance standards or guides for each piece of equipment covered under this contract where the manufacturer/designer recommends preventive maintenance. Minimally, the preventive or predictive maintenance standards or guides proposed by the Contractor shall be based on; manufacturer’s recommended maintenance or the Public Buildings Service Operations and

Maintenance Standards 2012 (PM Guide) or guides proposed by Contractor. The preventive or predictive maintenance standards proposed by the Contractor may be based on a combination of equipment manufacturer’s recommendations, the PBS O&M Standards, (PM Guide), sensor technology, diagnostic software, Contractor’s experience, and other sources. The equipment requiring

Contractor proposed preventive or predictive maintenance standards or guides shall include all the equipment when any of the following equipment characteristics apply:

a. The equipment normally requires periodic replacement of consumable components.

b. The equipment normally requires periodic or occasional cleaning.

c. The equipment has moving parts.

d. The equipment is prone to failure before overall obsolescence of the system it serves.

e. The equipment is of a type itemized in the NETA, Maintenance Testing Specifications.

f. The equipment requires inspection, testing, and maintenance in accordance with NFPA codes and standards.

g. The equipment requires maintenance in accordance with any other provision of this Contract.

The Contractor shall identify equipment that does not accurately correlate with standards in the Public

Buildings Service Operations and Maintenance Standards, and shall identify and propose alternative guides or maintenance frequencies that are more appropriate or effective for the approval of the CO or designee

3.2. INSPECTIONS

The contractor shall tour the plant and inspect all specified motors a minimum of once per year depending on scheduling and motor availability. The inspection shall include a comprehensive visual and physical inspection. Inspection deficiencies within the realm of PM shall be noted and scheduled for repair or replacement in accordance with Section C.24.2.7, Minor Repair / Replacement. Inspection deficiencies outside the realm of PM shall be deemed an “Reimbursable Repair” and shall be addressed in accordance with Section C.2.3 - Reimbursable Repair of Electrical Motors. The contractor shall report all inspections performed in accordance with Section C.2.8- Reporting Recording and Documentation.

3.3. TESTING

The contractor shall perform the predictive tests outlined in attachments (where applicable). The testing shall be carried out using industry recognized methods, techniques, and equipment. The contractor shall refer to relevant industry standards for testing procedures, parameters, and timeframes for obtaining accurate results for electrical motors and starters of varying size, type, manufacturer, HP, RPM, voltage level and loading characteristics. It is the contractor’s responsibility to ensure that all testing is performed under the correct testing conditions. (If necessary, consult motor manufacturers.)

3.3.1. Basic Predictive Maintenance (Testing)

The contractor shall perform predictive testing on all motor components in accordance w/ the attached

PM Guide Cards. If the contractor has difficulty in identifying any specific components, GSA shall accompany the contractor and “point out” the requested component. If before, during or after the performance of required testing, any component is found to be in a degraded condition, that component shall be scheduled for repair / replacement in accordance w/ Section C.25, Repairs and the testing of that particular motor shall be rescheduled at a later date upon completion of the repair. The contractor shall note that any testing performed under basic PM and showing “suspect results” shall be justifiably designated as a candidate for further testing.

3.3.2. Additional Testing

The recommendation for additional off-site testing shall be based on initial results which justify further comprehensive testing. The contractor shall make these recommendations to the COR with supporting data. The contractor shall provide GSA with all information as to the indication of each test and the negligible effects that they might suggest for the motor under consideration. The contractor’s recommendation is subject to the approval of GSA and shall be authorized by the CO. The CO or COR reserve the right to overrule the contractor’s decision. Any additional testing shall be in accordance with the rules governing Non-Reimbursable/Reimbursable Repairs” (refer to Section C.25.3, C.25.4).

3.4. REPAIRS

3.4.1. General

During the year, some electrical motor PM Items may need to be repaired or replaced. These faulty items may be identified through GSA inspections, Contractor inspections, or scheduled preventive maintenance. Generally, the decision to repair or replace a particular item will be the Contractor’s, subject to oversight by the Contracting Officer and his/her designated representative. Repairs will be permitted, provided that the intended function of a particular item is not compromised, and the level of safety is not reduced. However, the Contracting Officer or his/her designated representative reserves the right to overrule the Contractor’s decision.

Repairs and replacements of existing equipment shall be made with parts that are provided by the original equipment manufacturer, approved by the original equipment manufacturer, or, with written approved by

GSA, and intended for use with the specific equipment. Substitutions of parts and/or materials shall be submitted to the Contracting Officer or his/her designated representative for review and approval prior to performing the work.

The Contractor shall perform reimbursable and non-reimbursable repairs as described in this document.

Repairs are handled on a shared liability basis (See shared liability math example in C.40.3 Reimbursable

Repairs). Relatively small value repairs (non-reimbursable repairs) are the responsibility of the

Contractor in their entirety, and larger repairs (reimbursable repairs) shall be approved and funded by the

Government for the cost amount above the Contractor threshold. If damage is caused by Contactor negligence, the Contractor shall be liable for the full cost of repair, any other provisions notwithstanding.

The intent of this Contract is to ensure that most repairs will be accomplished by in-house Contractor personnel. However, the Government recognizes that occasionally there are certain specialized repairs that require specialized skills outside the skill sets of the in-house personnel. If the Contractor identifies a repair that they believe is of such a specialized nature that a specialized subcontractor is required to properly complete the repair, the Contractor shall provide written justification in advance, to the CO or designee, for approval of the need to use a subcontractor. The Contractor shall not use subcontractors to perform non-reimbursable repairs unnecessarily or with the intent of driving up the repair cost so the

Government shall cover part of it. If approved, the cost of the subcontractor will be treated as a repair part and material cost for the purposes of calculating the repair threshold. The subcontractor's cost shall be appropriate and approved in advance by the CO or designee.

All repairs shall use supplies, materials, and parts of the highest quality available that are appropriate for the repair of the given equipment or system. Any replacement parts used during this Contract shall be of comparable or higher quality. Energy-consuming items shall be the most efficient in their class. The

Contractor shall stock commonly used items and have a network of suppliers that will deliver ordered items without any delay. Any replacement motors shall be of premium efficiency. Whenever motors are replaced, motor size shall be recalculated, and replacement motor selection shall reflect the appropriate size.

3.4.2. Non-reimbursable Repairs

A non-reimbursable repair is a repair requiring no more than $3,500.00 in cost for repair parts and materials (including labor). The cost of consumable parts and materials shall not be calculated as part of the Contractor’s repair parts and material costs. The Contractor shall provide all management, labor, supervision, equipment, and materials to make any necessary repairs or replacements. Non-reimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government.

Non-reimbursable repairs shall be completed within the timeframes specified below after identification of the problem unless an extension is approved by the CO or designee. The work order shall be put into a status field to indicate the nature of any delay, with appropriate remarks. Each work item will also be assigned a priority level by the Contractor that will determine the timeframe in which the work item should be accomplished by the Contractor. The Contracting Officer or his/her designated representative will establish the priority for the work items that the Government identifies, and the Contracting Officer or his/her designated representative reserves the right to overrule the Contractor’s prioritization of items.

Timeframes will be considered as guidelines only and are intended to meet the utilization, operation, and service needs of the CHRP. Timeframes may also be used to evaluate the performance of the Contractor and the need for additional personnel. Timeframes may be extended upon request to the Contracting

Officer or his/her designated representative, accompanied by an explanation of the reasons for the request. Prioritization categories, guidelines, and timeframes shall be as follows:

a. Urgent Priority: Items that either prevent GSA from delivering steam or chilled water to its customers or that present a hazard or danger to GSA personnel, the Contractor’s personnel, or the public. Items in this category must be immediately brought to the attention of the Contracting

Officer or his/her designated representative. Repair and replacement work must be completed on this category of items within 12 hours of being identified.

b. High Priority: Items that significantly impact operation or efficiency of the CHRP. Items in this category must be immediately brought to the attention of the Contracting Officer or his/her designated representative. Repair and replacement work must be completed on this category of items within 7 days of being identified.

c. Normal Priority: All other items that cannot be categorized as Urgent or High Priority shall be designated as Normal Priority. Repair and replacement work must be completed on this category of items within 30 days of being identified

3.4.3. Reimbursable Repairs

Reimbursable Repairs will be identified as single incident, not an accumulation of various repairs

(bundling). If a repair exceeds the non-reimbursable repair cost threshold established above and has been approved and verified by the CO or designee, it becomes a reimbursable repair. Reimbursable repairs are reimbursable to the Contractor, once approved by the CO or designee, for the portion (shared liability) of the cost exceeding the non-reimbursable threshold of $3,500.00 (See repair shared liability example below).

For this purpose, cost is calculated using the labor rates from the Department of Labor and subcontract costs and parts costs passed through directly without application of markups by the Contractor. Where labor is obtained from a subcontractor, and such labor is of a type itemized, the Contractor may charge the Government no more than the Price Schedule rates regardless of actual subcontract labor cost. The

Contractor shall furnish all Consumable parts and materials at no cost to the Government. The Contractor shall provide GSA a task-order Proposal for all management, labor, supervision, equipment, and materials to make any necessary repairs or replacements in accordance with this section.

NOTE: All Reimbursable Repairs shall not be included in the base contract lump sum pricing but rather handled as additional services in accordance with section 2.1.1.

The required completion date for Reimbursable Repairs shall be set when the COR approves the work, as mutually agreed upon by the COR and the Contractor. The Contractor shall attempt to complete work as promptly as feasible.

During the course of the year, CHRP may require additional repair services that are not included in the base contract lump sum pricing. This additional work may be identified through GSA inspections, Contractor inspections, or scheduled preventive maintenance. If this work is not included in the base contract lump sum pricing, the Contractor shall provide GSA a task-order Proposal to perform the necessary work. Work may occur at the CHRP, or the Steam Distribution Complex. GSA will define the desired schedule for each specific task order to coordinate the Contractor’s work with that of GSA personnel and/or other contractors. The Contractor may be requested to provide services on short notice if the task is of an urgent high priority nature. The Contractor may be directed to defer or reschedule maintenance services provided under the base contract lump sum pricing to accommodate task order requests by the Contracting Officer. Refer to Section 2.1.1. Additional Services, for the specific procedures regarding task order issuance.

3.4.4. Repair Shared Liability Example:

A repair is identified and estimated by the Contractor to cost $4,500.00 for repair parts, labor, and materials only. The CO or their designee will verify and approve both the need for the repair and the

$4,500.00 estimated cost of repair parts and materials. In this example, the Contractor will pay the first $3,500.00 of the repair and GSA will pay the remaining $1,000.00.

a. Total estimated approved cost for repair parts and materials to complete repair $4,500.00

b. Contractor’s shared liability amount to be subtracted (same amount as the non-reimbursable threshold) -$ 3,500.00

c. Total to be paid by GSA to the Contractor for the repair $ 1,000.00

The required completion date for reimbursable repairs shall be established when the CO or their designee approves the work, as mutually agreed upon by the CO or their designee and the Contractor. The

Contractor shall attempt to complete work as promptly as feasible

3.4.5. Approval of Work

When the Contractor determines that a repair is needed that exceeds the non-reimbursable repair threshold, the Contractor shall immediately notify the CO or designee. The CO or their designee shall issue an order to the Contractor before the Contractor may proceed with the repair. The Contractor may defer performance of the reimbursable repair by placing the corresponding work order into a “waiting for funding” status from the time a valid proposal is given to the CO or their designee until the time an order is given to the Contractor. The time during which the work order is thus deferred will not count against the Contractor in calculating timeliness. The Contractor shall provide justification to the CO or their designee for using subcontractors to perform work. The CO or their designee may prohibit the use of subcontractors if the CO or their designee determines the Contractor is unnecessarily driving up the cost of the work and the Contractor’s own employees have the skills necessary to perform the work.

3.4.6. Invoicing

The Contractor shall invoice the Government for completed reimbursable repairs authorized orally, on a single itemized and consolidated invoice at the end of each month of performance. If the Contractor directly purchased parts or components, copies of receipts shall be attached. Reimbursable repairs authorized by task order may be invoiced separately upon completion and acceptance of work.

The contractor will be compensated as follows for repair services that exceed the non-reimbursable repair threshold:

a. Labor Costs: The contractor will be reimbursed for labor hours spent on the repair, as evidenced by the work log, and recorded on the GSA Form 300, at an hourly rate for incidental repair services as established under this contract.

b. Material Costs: The contractor shall be reimbursed by the Government for all material costs recorded on the GSA Form 300 for each incidental repair.

c. The contractor will provide GSA with a “Work Order” that specifies which repair mobilizations will occur and possible completion times. On this “Work Order”, the contractor will depict the price for the repair mobilization or time & materials.

d. Upon completion of repairs, the designated GSA Representative will inspect the work and provide an initial acceptance. Initial acceptance does not guarantee payment but begins the acceptance process.

e. After initial acceptance, both the contractor and the GSA Representative will observe the operational testing of the equipment that was repaired.

f. If the repair has been deemed acceptable and the associated equipment/system is operational, the contractor is allowed to provide GSA with an Invoice for the full amount of the repair. Also, GSA will provide a favorable Inspection Report.

g. The contractor WILL NOT be reimbursed for material handling charges. Contractors shall submit copies of invoices to CO for verification of material costs for each incidental repair.

3.4.7. Ordering Repairs from Outside Source

The Government reserves the right to order repairs from an outside source. If the repair is a reimbursable repair, the Government will inform the Contractor of the outside source’s price, and deduct $3,500.00, or the outside source’s price, whichever is less, from the Contractor’s payments.

If the Repair is a Reimbursable Repair, the Government will inform the Contractor of the outside source’s price, and deduct the contract threshold, or the outside source’s price, whichever is less, from the

Contractor’s payments. The Government will give the Contractor the choice of performing the work as an alternative to the deduction. The Contractor must provide an answer when offered such a choice within 24 hours.

3.4.8. Force Majeure (Uncontrollable events)

Deficiencies or breakdowns caused by abuse or acts of God including natural disasters are fully reimbursable. The Contractor will be reimbursed under the additional services provisions described in this document or the Government will have the work performed by other means at no cost to the

Contractor.

3.4.9. Warranties

The Contractor shall contact installers or manufacturers, as appropriate, for work that is covered under a warranty and maintain records of warranty service. The Contractor shall avoid actions that would invalidate a warranty, unless authorized by the CO or designee. If an installer or manufacturer fails to comply with the terms of a warranty, the Contractor shall immediately notify the CO or designee.

Any work completed by a subcontractor must comply with the contractor’s warranty clause or the

Manufacturer’s Warranty whichever is greater.

3.4.10. Quality of Materials and Replacement Parts

Replacement components and materials shall be of similar or better quality than the components replaced, considering energy efficiency, operational characteristics, power quality, control and data acquisition, maintainability, and durability. The CO or their designee may require replacement of components with components from the same manufacturer to maintain consistency throughout the building. Materials and parts that are visible to building occupants shall be to building standard and maintain the same appearance as similar materials and parts in the occupied space. Components of control systems shall be replaced so as to maintain the tie-in to the control system with no degradation of data throughput, memory, point capacity, data acquisition, or programmability. Motors shall be replaced with premium efficiency motors as defined by the NEMA MG-1 standard or in compliance with Local utility guide demand-side management rebate guidelines old transformers shall be replaced with NEMA-rated class one efficiency transformers in accordance with the NEMA TP-1 standard. Replacement of variable frequency drives shall be done in accordance with recommendations found in NEMA, Application Guide for AC Adjustable Speed Drive Systems. Energy Star-rated equipment shall be installed where available and when there is no engineering or operational reason not to select an Energy

Star product. Before installation, the Contractor shall submit the replacement part specifications for GSA approval. The Contractor shall only install parts that have been approved by GSA.

3.4.11. PM, Testing and Repair Performance

The contractor shall describe the work to be performed to the Contracting Officer’s Representative

(COR). Perform all pertinent PM, inspection, testing and repair procedures that would help to ensure safe, efficient and reliable electrical motor operation under load conditions. The contractor shall perform all PM, inspection and tests outlined in this contract.

The contractor shall provide adequate performance testing prior to turning electrical motors back over to

GSA personnel. The contractor shall note that PM of any motor shall not extend more than seven

(7) working days after motor is turned over by GSA. The motor shall be turned back over to GSA personnel in its full operational state after the seven (7) working days. If incidental repairs arise, the contractor shall estimate the time required for the repair. The contractor shall ensure that all electrical motors are operating correctly and efficiently prior to leaving site or submitting any Payment

Invoice.

The contractor shall place log cards on each piece of equipment PM’d noting the date of last service, company name, parts installed and relevant testing data (amps, volts, temperature, winding resistance, polarization index, grease type, etc.). Both oral and documented recommendations for incidental repairs, motor shutdowns or repairs shall be made immediately once a problem has been identified. The designated COR or COTR shall be notified of any problems and the contractor shall await authorization before proceeding with any further action.

The contractor is to take note of all existing motor conditions including pre-existing vibration sensor pads that are mounted on many of the motors throughout the plant. After PM, the contractor shall place vibration sensor pads in the exact orientation and location that they were initially found. The contractor shall note that any vibration sensor pad(s) damaged, misplaced, lost, or not placed back on a motor will be replaced by the contractor at no additional cost to the Government.

3.4.12. Motor Removal as it Pertains to Repairs

The contractor shall note that removal of any motor shall be preceded and supported by prior testing or inspection results. The contractor shall inspect motor environment and assess the best means of removing the motor. This assessment shall include but not be limited to mobilization, rigging capability, freight elevator accessibility and alley accessibility. The contractor shall note that motor removal methods, rigging and breakdown are subject to GSA approval. The Government reserves the right to alter removal methods based on plant activities and area accessibility.

3.4.13. Motor Re-commissioning

Reconnecting, Placing Motors back In Service and Testing:

Upon completion of Preventive and Predictive Maintenance or “Reimbursable Repair”, the contractor shall ensure that all motors are reconnected and installed to facilitate proper operation that meets manufacturer specifications.

The contractor shall take all safety factors into consideration when re-energizing circuits and placing motors back in service (i.e., lock out/tag out, clearing dangerous areas, getting authorized approval, etc.)

The contractor shall verify that motors are operating correctly and have no issues with alignment, base susceptibility, electrical connections, bearings, vibration, etc. When placing motors back in service, the contractor shall test run the motor under no load conditions, perform condition monitoring and perform all appropriate tests to verify acceptable motor functionality. Note that the contractor shall notify GSA personnel and receive GSA approval prior to putting any motor back in service, energizing any associated circuitry or operating any motors.

3.5. COMMISSIONING

The Contractor is required to be an active participant in the commissioning process. This includes completion of the Pre-Commissioning Checklist and coordination of resources needed to complete commissioning required in the Commissioning Plan.

The Contractor is required to make the recommended corrections to commissioned systems for any system which fails to meet the required test parameters.

3.6. QUALITY CONTROL PLAN

The Contractor shall develop, provide, and maintain a Quality Control Plan during the design development phase of the project, based upon the USACE Three-Phases of Control, to accomplish the contract requirements referenced within this Document. The Quality Control Plan shall identify personnel, procedures, instructions, records and forms to be used in carrying out the requirements of the Project. It will provide the means to maintain effective Quality Controls for motor maintenance, and testing activities.

The Quality Control Plan shall also describe the quality assurance, quality control, and other technical activities that will be implemented to ensure that motor maintenance and analyses are performed in order to meet applicable data quality objectives for the project.

3.6.1. Submissions

The Quality Control Plan shall be prepared and submitted. Work shall not begin until the Quality

Control Plan is approved.

3.6.2. Content

The Quality Control Plan shall identify and address the special factors impacting the electric motor maintenance and specify the considerations and provisions to be made by the Contractor during execution of the project. Consideration and provisions proposed to accommodate special factors impacting the project shall be outlined and described in sufficient detail to clearly indicate all facets of how they relate to the coordinated electric motor maintenance of the project. The Contractor is not relieved from any requirements specified in this document should they not be included in the plan.

Special factors impacting include, but are not limited to:

● Work hour restrictions

● Electric motor maintenance phasing

● Utility outages

● Security and access requirements

● Safety Plan per OSHA requirements

● Staging and storage area space limitations

● Asbestos removal and disposal

● Lead paint removal and disposal

3.6.3. Workmanship Standards

Initiate and maintain procedures to ensure personnel performing the work are skilled and knowledgeable in the methods and craftsmanship needed to produce the required levels of workmanship. Remove and replace work that does not comply with workmanship specified and standards recognized in the controls industry for the applications indicated. Remove and replace work damaged or deteriorated by faulty workmanship or replacement of other work.

3.6.4. Manufacturer's Instructions

Where installations include manufactured products, comply with manufacturer's applicable installation instructions and recommendations to the extent that those instructions and recommendations are more explicit or stringent than requirements contained in the Contract

Documents.

3.6.5. Specialists

Where the individual sections of the specifications require specialists to perform the work, comply with the requirements specified. The assignment of a specialist shall not relieve the Contractor from complying with applicable regulations, union jurisdictional settlements or similar conventions, and the final responsibility for fulfillment of the entire requirements remains with the Contractor.

3.6.6. Minimum Quality and Quantity

The quality level or quantity shown or specified shall be the minimum required for the work. Except as otherwise indicated, the actual work shall comply exactly with that minimum or may be superior to that minimum within limits acceptable to GSA. Specified numeric values are either minimums or maximums as indicated or as appropriate for the context of the requirements.

3.6.7. Availability of Tradespersons and Manufacturer's Field Services Representatives

At each progress or coordination meeting, review availability of tradespersons, qualified manufacturers’ representatives required in the specifications, and projected needs to accomplish work as scheduled. Require each entity employing personnel to report on events which might affect progress of work. Where possible, consider alternatives and take actions to avoid disputes and delays.

3.6.8. Inspection / Testing

The Contractor shall provide all inspection and testing, except where required by code, specification, or detailed elsewhere in the requirements of this document.

The Quality Control Plan shall identify the equipment/system to be inspected/tested, exact test(s) to be performed, measured parameters, and the stage of controls maintenance development when tests are to be performed. The Contractor shall organize inspection/testing of equipment in accordance with a recognized method which delineates all facets of controls maintenance. The method shall identify all equipment items, subsystems, and/or components which influence operation, function, quality or referenced on timeline charts to identify when tests should be performed. The Contractor is not relieved from the required performance test should these not be included in the plan.

3.6.9. Test Parameters

For each component to be inspected/adjusted/tested, identify each test parameter and represent each operating condition and all control modes of operation. Tests shall document any observed deficiencies or improper operation. Tests shall identify capacity readings, normal operation of equipment and verification of required automatic controls.

3.6.10. Test Report

For each inspection/adjustment/test parameter, identify the test(s) to be conducted, methodology, adjustments contemplated, test result comparison to that of performance parameters, the date and time of test, and who will do the work. Consider the following as an example:

● Test

● Test Method

● Adjustments

● Performance Parameters

● Actual Performance

● Test Occurrence

● Test Performed by

3.6.11. Coordination with others

The Contractor shall cooperate with agencies and others performing required tests, inspections, and other quality control services, and shall provide reasonable auxiliary services as requested. The

Contractor shall notify the testing and inspection entities sufficiently in advance of operations to permit their timely assignment of personnel. Auxiliary services include but are not limited to the following:

● Provide access to the work.

● Furnish incidental labor and facilities necessary to facilitate inspections and tests.

● Take adequate quantities of representative samples of materials that require testing or assist the agency in taking samples.

● Provide facilities for storage and curing of test samples.

● Deliver samples to testing laboratories.

● Provide the agency with a preliminary design mix proposed for material mixes that require control by the testing agency.

● Provide security and protection of samples and test equipment at the Project site.

● The Contractor shall coordinate the sequence of activities to accommodate required services with a minimum of delay.

● Activities shall be coordinated to avoid the necessity of removing and replacing equipment to accommodate inspections and tests.

● The Contractor shall be responsible for scheduling times for inspections, tests, taking samples and similar activities.

3.6.12. Format

Quality Control Plan documents shall use standard white bond paper or formatted sheets, bound in snap action three-ring notebooks, to allow insertion of changes. All text shall be typed. Tabs shall be provided according to category.