Statement_of_work.pdf

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STATEMENT OF WORK

EMERGENCY POWER MISSION

FEDERAL EMERGENCY MANAGEMENT AGENCY

COMMONWEALTH OF PUERTO RICO

DR-4339-PR

1. BACKGROUND

The Federal Emergency Management Agency (FEMA) has installed and maintains as available federal and federally leased emergency power generators at critical infrastructure and facilities on Puerto Rico and the islands of Vieques and Culebra. These generators are in support of the Commonwealth of Puerto Rico and for federal operations to ensure continued operation of critical infrastructure and facilities.

2. STATEMENT OF WORK

This Statement of Work (SOW) is for (1) generator maintenance, (2) fueling and fuel delivery, (3) loading, unloading, handling, transportation, installation, de-installation, and Return to Storage or Retrograde and (4) emergency repair and service on Puerto Rico to include the islands of Vieques and Culebra.

Under this contract, the contractor will maintain the generators that are installed, the Contractor shall maintain not less than a 98% fully mission capable (FMC) rate; with an objective of no installed generator be other than FMC status for longer than 24 hours.

FEMA has approximately 50 generators installed at critical infrastructure and facilities. FEMA also has approximately 22 transformers, 40 external fuel tanks, and up to seven Bill of Material Kits (BOM) containing materials for installation. The assets not installed are distributed geographically at approximately 4 FEMA staging/storage areas. Due to the fluidity of FEMA’s missions, upon contract award FEMA will provide a comprehensive inventory for all locations and install sites.

The inventory list could fluctuate at any time during the contract period of performance due to the procurement or deployment/reassignment/retrograde of generators, regardless of location. FEMA will track all inventory changes in conjunction with the Contractor in order to ensure compliance and will provide updated inventories on an as needed basis to the contractor.

The Contractor shall provide generator maintenance, servicing and fueling; ensure the proper operation of each installed generator, transformer, and/or tank, either in continuous, intermittent, or standby status; and the completion of quarterly and annual services for all stored generators. For generators that are currently installed at locations throughout the island, the contractor will complete servicing on a 240-hour cycle and the manufacture’s recommended service schedule for operating periods beyond 240 hours. The fueling will be direct to federal and federally leased generators and/or external fuel tanks that have been added for additional storage capacity to the generator.

Based on direction of FEMA, the Contractor will provide for all loading, unloading, handling, transportation, installation and de-installation of federal or federally leased assets to/from/between FEMA staging area(s), installation locations, storage sites, and/or areas designated to support Return to Storage or retrograde efforts. The Contractor shall provide all equipment (e.g. self-loaders, cranes, flatbed trailers, trucks) and personnel necessary to haul generators, transformers, any associated fuel systems and/or BOM from any location as directed by FEMA.

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The Contractor will provide emergency repairs for all installed generators to ensure readiness goals are maintained and facilities requiring generator power are fully operational, while continuing all other contractual requirements. The Contractor will dispatch within 30 minutes of receiving a call and commence initial fault analysis to return the generator to full operation. The Contractor shall complete the emergency repair or recommend generator replacement within 4 hours of arrival onsite. These timelines apply to all installed generators in Puerto Rico, inclusive of the islands of Vieques or Culebra.

The Contractor shall maintain a contingency response capability to complete generator installations, up to 2mW units, based on short-notice mission demand from loss of electrical power. The Contractor shall mobilize to the facility within two (2) hours after notification to assess the install site/facility and complete generator installation within twenty-four (24) hours.

The Contractor shall under its provisions provide, including but not limited to, labor, tools, equipment, material and supplies, license and permits, and requirements to complete all tasks specified in the contract.

3. Specific Tasks

A. Generator Maintenance

Inspection, testing and maintenance shall be in accordance with National Fire Protection Association (NFPA) standards to include, but not limited to, NFPA 101, Life Safety Code (2018), NFPA 99, Health Care Facilities Code (2018), and NFPA 110, Standard for Emergency and Standby Power Systems (2016), generator manufacturer recommendations and mechanical or electrical component instructions, and Authority Having Jurisdiction (AHJ) requirements.

i. Required Records

The contractor, during each scheduled service period is required to complete a Generator Maintenance Profile Sheet (GMP), for each generator. The GMP will include at a minimum: Total hours run prior to testing, total hours run (during services), total hours run upon completion of testing (load bank run start & stop (if applicable)), oil pressure readings, coolant temperature readings, AC Voltage, frequency output, DC voltage, the results of load tests (annual services only), filter & fluid information and any and all repairs made or noted for future correction as approved by the COR; and overall readiness rating (FMC/NMC). The GMP also allows for the contractor to provide a written assessment of the operability of each generator, repairs completed and if the unit is awaiting repair. Additionally, this analysis shall provide a technical evaluation of the unit’s serviceability and recommendations and remarks describing any/all repairs or modifications that were required to render the generator FMC.

The completed GMP sheets (hard copies) will be submitted to the FEMA Technical Monitor (TM) upon completion of each service period. Within 1 week of completion of services, digital (electronically signed acceptable) versions of the GMP are due to the COR for final review. On each GMP submitted, the contractor employees whose’ s name is in the top right corner will be considered the responsible party for that particular unit.

When load banking is completed (during annual services and RTS), the contractor is to submit with the GMP to the COR a copy of the load bank test sheet (provided by the contractor).

The contractor is expected to adhere to the non-negotiable 95% FMC Readiness Rate and is only

3 | P a g e responsible for the FMC rating of the units being identified as FMC through the use of the GMPs, which serve as verification of services performed IAW the scope and terms of the contract.

The FMC readiness rate is based upon the number of UNITS that the contractor says is FMC at the completion of services for a given location, based upon the GMP’s submitted, as validated by a 10% random inspection by the government. If a unit has been identified by the contractor as Non- Mission Capable (NMC), due to parts not being available, that unit will NOT be included in the readiness rate.

If a unit is considered to be in need of a repair that will require the unit to be sent off-site to either the contractor’s location, or a sub-contractor, the unit will NOT be counted in the readiness rate, yet will be tracked and monitored on the NMC Report. Once the unit is returned, and the contractor has performed service on the unit, it is at that time, that the unit will be counted in the readiness rate.

The submission of the GMP acts as the contractor’s legal document that services were completed, and that the unit has been rendered FMC. Both the Contractors’ site foreman and the FEMA Technical Monitor are to sign the GMP (electronic signatures accepted) in order for the document to be considered completed

Additionally, the Contractor shall maintain a comprehensive Preventative Maintenance Schedule (PMS) for generator maintenance and a separate log for each generator, consolidated for all generators including all damage, repair and/or other reports.

The schedule and log shall ensure each generator inspection, testing and maintenance is documented according to operational hours, quarterly, and annual service requirements. The Contractor shall, at a minimum, implement NFPA 110 suggested format for maintenance schedule and generator log(s). These logs are to be made available to the government within 24 hours of request.

ii. Testing, Inspection and Maintenance of Generator and Ancillary Equipment

All installed generators shall be monitored, serviced, and have all required preventative maintenance conducted by a qualified diesel generator technician at 240 hours (+/-24 hours) and at operation intervals per the manufacture’s service schedule (e.g. 500hrs, 1000hrs). Ancillary equipment (tanks, cables, transformers, etc) shall be inspected in accordance with manufacturer’s recommendations and instruction manuals.

Daily Preventive Maintenance for all installed generators. The Contractor shall provide all daily preventive maintenance necessary for ensuring continuous operation of the generator. Qualified Contractor personnel trained in power generator maintenance will perform the preventative maintenance for each installed generator on a daily basis in accordance with manufacturer specifications and recommendations. Daily maintenance checks include, but are not limited to, checking the hour meter for proper operation, checking the battery level, and checking fluid levels (coolant, oil, etc.) and filling to proper levels, checking fuel levels. Additionally, the Contractor shall conduct a visual inspection of all external components (connections, hoses, belts, cables, etc.) for serviceability and excess wear and tear and inspect the generator installation site for signs of fluid leakage. The Contractor shall provide PM Sheets to document completion of preventative maintenance for installed generators.

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1.1.2. Tier 4 Engine System

FEMA’s generator fleet includes generators that meet the new Tier 4 engine compliant standards.

All Tier 4 (FINAL) generators must have the concentration of the DEF (diesel exhaust fluid) tested to ensure that it is correct (via refractometer). Acceptable DEF concentration is: 32.5% urea, and 67.5% water. If the DEF is not within the acceptable concentration, fluid needs to be immediately changed out and replaced with new DEF. BEFORE new DEF is added, it must be tested (every 90 days) for the concentration level referenced above to be considered acceptable to add.

If the unit goes into regen mode, once in regen mode the unit cannot be shut down until it has completed regen; if the unit is shutdown prior to this completion, damage can occur to the unit.

The unit going into regen mode could cause it to run longer than the hour service requirement.

During maintenance services (every 90 days), the units Power Balance (if applicable) wire connections to contacts MUST be inspected and re-torqued (Torque terminal bolts to 75 IN-LBS).

All generators that are within Tier 4 (FINAL) compliance, must adhere to and follow manufacturer’s maintenance guidance and only use the recommended filters, fluids (oil and coolant); as well as ultra-low sulfur diesel (ULSD).

1.1.3. Combustion Air Intake System

All generators shall be checked to assure there is no obstruction or restriction of any air inlet. If the time/use threshold is exceeded (due to use), then the filter will be replaced. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

1.1.4. Generator Exhaust System

All generators shall be inspected for security, corrosion, mildew and leaks. All generators shall have an exhaust assembly that extends beyond the exhaust manifold to include a metallic rain cap where necessary. The exhaust should be installed so as to expel gases away from the control panel area and the operator. All turbo charger assemblies (where installed) should be inspected for proper operation, and to ensure the absence of oil leaks and undue noise while under load which would indicate malfunction. Mufflers (where installed) shall be inspected for serviceability, security and corrosion. The generator’s exhaust port shall be made weatherproof by means of a securely fastened, commercially available, rain cap. All mounting hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to Manufacturer’s (MFR’s) specifications to ensure system remains in serviceable condition.

1.1.5. Generator Fuel System

All generators shall be inspected for fuel leaks, seeps, security, and corrosion. Integral fuel tanks shall be inspected for security of attachment. All fuel tank lines will be inspected for normal wear and tear. Fuel tank lids, caps and vents shall be inspected for proper fit and functionality, and any evidence of excessive wear and/or corrosion. All fittings and lines shall be inspected for security and serviceability to include chaffing and weather cracking. For federally owned generators, all fuel lines shall have mating quick-disconnect couplers on both the generator supply and return lines, and the fuel tank supply and return lines. Supply and return lines shall be checked to ensure they are not unduly lengthy, but if found to be so, the contractor shall adjust to a suitable length.

All fuel filters & water separator filters will be checked for serviceability during all run-up inspections. Generators must maintain specifications of Department of Transportation (DOT)

5 | P a g e regulations regarding transportation of hazardous or flammable materials, located at 49 C.F.R.

§173.220. This is to ensure the ability to ship them in the event of disaster operations. At no time shall the generator be allowed to run out of fuel while in operation during Run-Ups or annual Load Test. Generators damaged as a result of running out of fuel shall be the responsibility of the Contractor and shall be repaired or replaced at the Contractor’s expense. All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition. Upon completion of all oil/lubrication changes, the Contractor shall annotate the last date of the oil/lubrication change and hour meter reading by highlighting the information on the filter or component.

The only acceptable fuel line replacement(s) are those fuel lines that have been APPROVED by the FEMA Technical Monitor. No other fuel lines will be acceptable.

The contractor is responsible for providing fuel (Diesel) and Diesel Exhaust Fluid (DEF) for Tier 4 units that are in the AO.

1.1.6. Generator Electrical Power Production System

All generators shall be inspected to ensure that the generator assembly is securely mounted to the power plant (engine) or the unit’s power takeoff section. The commutation, slip rings, and brushes shall be inspected, cleaned and adjusted where required. All cables, leads and wiring shall be inspected for serviceability to include chaffing, weather cracking and security. Electrical tape is not an acceptable repair for any repairs of damaged wire or cables. Shrink tubing is the only acceptable shield repair for damaged wires or cables. Terminals shall be inspected for security and corrosion. Voltage regulators (where included) shall operate in accordance with MFR’s specifications. All other hardware shall be inspected for security and serviceability. All breaker electrical connectors and lugs are to be physically checked during each service. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

1.1.7. Generator Control Circuit System

All generators control circuit systems shall be inspected to ensure all control devices, rheostats, variable capacitors/resistors, switches and such are fully functional and adjustable through a full range of MFR’s specifications. All wiring and terminals shall be checked for corrosion and security. All knobs and handles shall be checked for security and serviceability. Ignition keys and ignition switches shall be inspected for corrosion and serviceability. All wiring and terminals shall be inspected for security and serviceability. The phase selector switch (where available) shall be inspected for serviceability, security, and functionality. The generator shall be tested for output from all phase variables during each service. All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

1.1.8. Generator Gauges and Meters

All generator gauges and meters shall be inspected for serviceability, corrosion, and security. All gauges/meters shall be readable, properly calibrated and their faces not cracked or broken. All wires and terminals shall be inspected for security, chaffing, weather cracking, fraying and corrosion. All gauges and meters shall be functional. This is to include the following, when installed by MFR:

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• Voltmeter or gauge

• Ammeter or gauge

• Frequency meter (Hertz meter)

• Run Hour meter

• Phase indicator

• Fuel level indicator (if installed)

• Oil pressure gauge or meter

• Engine coolant temperature gauge

• Battery charging system meter (voltage or current)

• Fuel leak detected (if installed)

• Diesel Exhaust Fluid (DEF) level (if applicable)

All other hardware shall be inspected for security and serviceability. All minor discrepancies and repairs shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

1.1.9. Fuel Indicator Systems

Fuel Indicator System and sending units shall be inspected for security of attachment, to ensure that the glass is not leaking, that all wiring is serviceable (not frayed or chaffing) and that the gauge is providing the proper reading. The sending units shall be inspected to ensure that they are securely mounted, that all electrical connections are tight, that the wiring is not chaffing or frayed and that the sending unit is providing the proper signal. If the fuel gauge is of the float type, gauge shall be inspected for security to ensure that the glass is not leaking, that the float has the full range of travel and the gauge is providing the correct reading. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

1.1.10. Generator Cooling System

All generators shall be inspected for damage, leaks, seeps, and serviceability of the fan (to include ensuring there is adequate clearance between the fan and the protective shroud/cage), radiator, hoses, water pump, thermostat, coolant overflow tanks, radiator cap (Annual pressure test), and associated hardware. The radiator shall be inspected for full flow through operation to ensure that the vents and vanes are not bent clogged or otherwise damaged and the radiator cap is serviceable. The hoses shall be inspected for breakdown, weather cracking, or damage that may affect serviceability. The thermostat shall function in accordance with MFR’s specifications. Prior to going into storage, all generators had coolant and coolant filters changed. Under this solicitation, all coolant shall be tested during the Annual Load Test, and coolant filters will be replaced every three (3) years. The radiator coolant level shall be filled to MFR’s specifications with the proper coolant/antifreeze and water mix. Engine coolant shall be “dip” tested, by means of an approved “industry standard” Litmus Strip tester and/or other industry approved methods (refractometer or float type hydrometer), to determine if the current level of protection falls within FEMA’s requirement of -30 degrees Fahrenheit. All coolant failures require COR (or designated representative) notification immediately upon discovery. In instances where coolant does not meet FEMA’s requirement but is within rechargeable parameters, the contractor shall add the appropriate amount and type of coolant additive to achieve acceptable results. Coolant that falls outside of rechargeable parameters must be drained and replaced, as well as any/all coolant filters.

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FEMA will direct coolant change based off of coolant testing thereafter between change periods.

If a generator is required to have its coolant flushed, this will be considered a repair and annotated appropriately on any and all documentation and service records.

1.1.11. Generator Battery, Battery Box and Charging System

Only sealed (spill-proof), AGM batteries are to be installed in federal or federally leased generators. Any lead acid type batteries shall be replaced by the contractor with FEMA approved Gel type battery(s). Installed batteries shall be inspected for security, corrosion, and connection.

Batteries shall be load-tested to ensure viability and nominal functionality that they do not leak, and are of the proper ampere rating for the generator into which they are installed. The battery, battery box, and hold down clamps shall be properly installed and checked to ensure the battery is securely anchored. All cables shall be inspected for security, chaffing, weather cracks, and other damage that may affect serviceability. Battery terminals shall be inspected for corrosion buildup and cleaned as required. All battery charging systems shall be visually inspected for frayed, loose, corroded or damaged wiring, and hardware. This is to include fuses, alternators, bridge rectifier assemblies, and reverse current relays. The Solar Charger Panel and components (if equipped) shall be checked to ensure: 1) all components are securely affixed to the generator; 2) all electrical connections are free of corrosion, and all components are tested to ensure the system is functioning properly. After each maintenance service is completed, all battery terminals will be disconnected to prevent accidental contact with any metal objects. FEMA generators are equipped with battery quick disconnects. All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected to MFR’s specifications to ensure system is in serviceable condition. Should any battery be found to be unserviceable, or not in accordance with the aforementioned specifications, the Contractor shall only provide a cost-estimate for its replacement.

1.1.12. Chassis and chassis-related components

The Contractor shall inspect all chassis mounted generators to ensure the chassis and related components are serviceable. Inspections must include, but are not limited to: the chassis body, wheels, tires, bakes, break-away emergency systems (if installed), tow devices (hitch, lunette, etc), trailer jack stands, mud flaps, and trailer light electrical systems. Chassis and components will be inspected for cracks, dents, warps, frays, corrosion, mildew, and other damage that may affect serviceability.

1.1.13. Damage

The Contractor shall inspect all generators for cracks, dents, serviceable motor mounts, corrosion, mildew, and other damage that may affect serviceability.

1.1.14. Doors and panels

The Contractor shall ensure that all doors and panels (safety panels) close properly and all latches and catches function correctly.

1.1.15. Tie-downs

The Contractor shall ensure all, associated hardware, and all lifting and securing devices are

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1.1.16. Ancillary Components

The Contractor shall inspect all ancillary, integrated trailers and fuel tanks to insure full functionality i.e. no broken wood or other hanging materials or loose hardware.

1.1.17. Hardware

The Contractor shall inspect all other hardware to ensure serviceability and that it is secured within the generator if required. All minor discrepancies shall be corrected on-the-spot to MFR’s specifications to ensure system remains in serviceable condition. In those cases where corrections cannot be accomplished without delay, the contractor shall notify the COR immediately.

B. Fuel and Fuel Delivery

The Contractor will provide fuel and fuel delivery to installed generators. This also includes DEF Fluid for any Tier 4F units.

The Contractor will have fully executable fuel, fuel delivery, and/or fuel service contracts and contingency contracts for fuel and/or priority diesel wholesale access with one or more on-island fuel terminals to fuel generators and short notice contingency response generator installation requirements.

FEMA may, based on changes in requirement for fuel and fuel delivery, coordinate with the Contractor and provide direction on the number of generators to continue to be fueled which may be greater than or less than the number of generators being serviced at a particular time.

The Contractor will provide all fuel and fuel delivery sustainment to include, but not limited to, equipment for pumping and transfer, hazmat response, spill containment, personal protective equipment, and loading and delivery of fuel to portable and stationary storage tanks. The Contractor will ensure necessary fuel containment and fuel spill preventive measures are in place during all fueling operations.

The Contractor shall provide portable fueling capability at the staging area.

If the Contractor cannot access a site for fueling (i.e. locked gate, access denied by guard, etc.), the Contractor will contact the FEMA PM within 30 minutes.

Prior to shipment of generators and tanks to CONUS, the units will be de-fueled when going thru Return to Storage (RTS) process. All items must meet Department of Transportation (DOT) regulations and requirements regarding transportation of hazardous or flammable materials, located at 49 C.F.R. §173.220.

The Contractor will test procured fuel for quality as required. The Contractor will complete rapid response for all purging and disposal of fuel, and remediation of federal or federally leased generators from fuel dispensed not in accordance with ASTM and EN specifications established for the various fuel types at no additional cost to the Government.

C. Loading, Unloading, Handling, Transport, Installation and De-Installation, Return to

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Storage and Retrograde

Contractor will provide all loading, unloading, handling, transportation, installation / de-installation, and movement to/from/between FEMA staging areas, storage sites, installation sites or areas designated for Return to Storage efforts of federal or federal leased generators, tanks, transformers, or ancillary items (BOM, equipment, etc) upon direction of the FEMA PM.

The Contractor shall provide all equipment (e.g. forklifts, boom-trucks, trucks, self-loaders, flatbed trailers, crane trucks, etc) and personnel necessary to load, unload, handle, and transport generators, transformers, associated fuel systems, and BOM equipment.

The Contractor will be capable of loading, transporting, downloading, handling, and installing or de-installing of generators/generator related items on Puerto Rico, including Vieques and Culebra, within 24 hours of receiving a Work Order not involving emergency repairs or contingency installations. The Contractor will ensure all items are properly configured for inter-island maritime transport to Vieques or Culebra and in compliance with local, territory, and federal transportation regulations/statutes.

The Contractor will schedule inter-island maritime and on-island transportation for generator installations on Vieques and Culebra through FEMA. If the Contractor incurs cost for these movements, coordination must be made with the FEMA PM or Contracting Officer prior to execution and provide a separate invoice for reimbursement.

i. Pre-installation, Preparation, and Installation activities

The Contractor will perform a pre-installation inspection of each facility requiring a generator to assess connection to the facility and determine applicable requirements. The purpose of this inspection is to determine the required generator size and voltage to properly power the critical facility, identify the transportation and handling needs, establish placements of equipment, as well as identify the Bill of Materials (BOM) requirements needed to complete the installation.

The Contractor will conduct a complete operational check of all components of federal or federally leased generators, transformers, and associated fuel systems. The Contractor shall inventory all equipment designated as part of a generator, to include operating manuals (if any), and BOM such as cables, connectors, etc.

The Contractor shall complete a Site Condition Report (SCR) before the generator is installed to document the condition of the site. At the installation location, the Contractor shall furnish, at a minimum, fuel absorption matting to contain any spilled or leaked fuel. Matting shall have an impermeable backing to prevent the fuel from contaminating the soil supporting the equipment.

Spilled fuel and contaminated matting shall be removed promptly and disposed of properly in accordance with state/territory/commonwealth and local environmental disposal regulations.

Upon direction of the FEMA PM, the Contractor will install generators to critical facilities or de-install generators from facilities. The Contractor shall provide all tools, equipment, and personnel required to install and de-install generators. The Contractor shall coordinate with the FEMA representative prior to disconnecting the facility from commercial power and connecting the generator. All generator installations shall be in accordance with National Fire Protection Association (NFPA) standards to include, but not limited to, NFPA 101, Life Safety Code (2018), NFPA 99, Health Care Facilities Code (2018), and NFPA 110, Standard for Emergency and Standby Power Systems (2016), generator manufacturer recommendations and mechanical or electrical component instructions, and Authority Having Jurisdiction (AHJ) requirements.

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The Contractor shall recycle all BOM (cables, conductors, lugs, ground rods, etc.) used for an installation or collected from a de-installation effort.

The Contractor shall ensure installation sites are returned to their previous condition as noted on the SCRs. The condition of the installation site will be verified by the FEMA PM or representative.

The Contractor shall ensure the staging area is returned to its previous condition as noted on the SCR for the staging area. The condition of the staging area will be verified following a full site inspection by the FEMA PM.

The Contractor shall provide hazardous toxic waste containment equipment and supplies for use at, but not limited to, the staging area, maintenance areas, and generator installation sites.

ii. Previously Installed Generators

FEMA will have installed some generators prior to the Contractor's arrival. The Contractor will be required to assume and perform all required generator activities for the previously installed generators. Prior to transfer of responsibility for any previously installed generator, the Contractor shall perform a technical inspection of the generator and the generator location/site and shall also complete Site Condition Reports.

iii. Return to Storage

The contractor will be responsible for conducting Return to Storage (RTS) services on generators upon mission completion from disaster response. FEMA will determine when RTS services will be scheduled. RTS will consist of the following for each generator that was deployed and identified as needing services: all checks as outlined in the Quarterly Maintenance Services section as well as the lube oil and oil filter(s) changed, and all fuel filters, DEF filters, and water separator filters will be replaced. After the filters are changed, all generators shall be run for 20 minutes to ensure there are no leaks in the oil or fuel filter systems.

When completing a filter change, the contractor is required to write the date the filter was changed and the current service hours on the unit at time of change.

Air filter elements shall be replaced only if airflow restriction is indicated by the intake air monitoring device. All grease fittings shall be lubricated in accordance with MFR’s specifications.

All oil pumps and oil lines shall be checked for security, chaffing, fraying, leeks/seeps, and any condition that may affect serviceability. Oil filter caps and oil status dipstick shall be present and in serviceable condition. The contractor shall provide all oils, lubricants, and coolant to meet required specifications.

In conjunction with RTS, the contractor shall conduct a resistive load bank test to determine if the generator is FMC. Load bank testing requirements/procedure are listed in the Annual Maintenance Services section above.

The contractor will be responsible for de-fueling generators for transport back to home station. In order to meet DOT requirements, generators and external fuel tanks must be empty of fuel prior to transport.

iv. Repairs

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The contractor shall carry out all repairs necessary to ensure the generators remain fully mission capable within specified readiness rates. The Contractor shall replace installed generators requiring major repairs with a serviceable generator from the staging/storage area. The NMC generator will be returned to the staging area for diagnosis and repair. Repairs will be completed during the service period specified in this contract.

There are thresholds depending on the level of repairs needed to return a generator to FMC status. The Contractor is responsible for minor generator service repairs as a result of normal wear and tear during use. Minor repairs shall be repair to any part that is external to the generator and does not exceed $3,500.00. Contractor will provide a corrective action plan (CAP) for repair and estimated costs of the repair. The FEMA TMs will authorize repairs up to $500.00. FEMA PM will approve repairs which do not exceed $3,500.00. Repair parts in excess of $3,500.00 are considered to be major repairs and require Contracting Officer approval. The Contractor shall submit invoices to support reimbursement.

Per this solicitation, the contractor is to provide a recommended list of bench stock items that they intend to maintain due to the unique geographical circumstances and constraints/logistical complexity of purchasing and delivery of items in a timely manner.

If replacement part(s) are required the contractor will order the part(s) and submit invoices ON A COST-REIMBURSEMENT BASIS. Repair parts are to be ordered and delivered within a reasonable amount of time based on the approval of the repair. The Contractor shall track and report status on all parts requisitions from ‘order to receipt’ on a weekly basis.

In order to be reimbursed for repairs/parts the contractor is required to provide the Government a written cost estimate detailing the pricing for parts PRIOR to conducting any repairs or ordering parts; allowing for determination of fair and reasonable costs. If due to time constraints (such as Emergency Repairs), a verbal approval from the FEMA PM, TM, or CO (depending on approval threshold) is used for a repair, the follow-up written estimate must be submitted by the contractor within 24 hours and will indicate if there was any price adjustment. Once the contractor receives approval (written or verbal), the contractor may begin repairs; until then, no repairs are to be completed.

For those repairs that are approved by the site TM or FEMA PM, the contractor is required to complete Authorization for Repair. At the conclusion of repair, the contractor will ensure that all documents are completed and sent to the CO/COR within two (2) business days. The contractor is required to submit to the CO/COR any and all price estimates that occurred during repair within 48 hours of approval.

For those repairs that are approved by the Contracting Officer, the contractor is required to complete either an Authorization for Repair or DLA Generator Repair Worksheet, depending on the source/owning organization of the unit. At the conclusion of repair, the contractor will ensure that all repair documents are completed and sent to the CO/COR within two (2) business days. The following tables outline the different actions for processing a federally owned generator and federally leased generator:

Responsibility Matrix – NMC FEMA-owned Generator Action Step

Responsible Party

Task

1 FEMA/Contractor Identifies/is notified of an NMC generator / asset 2 Contractor Troubleshoots/conducts diagnosis on NMC gen to determine repairability and parts needs and develops repair strategy

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3 Contractor Completes Authorization for Repair worksheet and submits to

FEMA PM

4 FEMA PM Coordinates with FEMA Fleet to review cost estimates and ensure economical repair vs Excess action

5 FEMA Fleet Approves repair action or recommends Return to CONUS or Excess in place

6 FEMA PM Communicates decision to repair/retrograde to CONUS/excess 7a FEMA Contracting

Officer If repairs are authorized, directs Contractor to order parts and commence repairs

7b FEMA PM If repairs are not authorized, commences retrograde/initiates Excess procedures

8a Contractor Completes repair work and documents actions on NMC reports 8b Contractor If processing for retrograde, completes modified RTS for retrograde to CONUS. Completes Generator Maintenance Profile 9 FEMA TM Confirms generator is FMC.

Responsibility Matrix – DLA leased Generator Action Step

Responsible Party

Task

1 FEMA/Contractor Identifies/is notified of an NMC generator / asset 2 Contractor Troubleshoots/conducts diagnosis on NMC gen to determine repairability and parts needs and develops repair strategy 3 Contractor /

FEMA TM

Contacts DLA vendor Field Service Representative (FSR) on NMC gen issue(s); Annotates notification, troubleshooting results, FSR findings on DLA Generator Repair Worksheet

4 Contractor Competes DLA Generator Repair Worksheet and submits to DLA GENSET support email, FEMA Fleet, and FEMA PM

5 DLA GENSET

Support

Reviews Repair Worksheet, adds worksheet #, and submits worksheet to vendor for Corrective Action Plan (CAP) and associated cost estimate

6 DLA Vendor Provide CAP and cost estimate back to DLA GENSET Support/Contracting Officer or determines NMC generator is not repairable and needs to be returned to CONUS

7 DLA Contracting Officer

Coordinates with FEMA on NMC repair actions to be completed and associated costs

8 DLA GENSET

Support

Communicates decision to FEMA PM/Contracting Officer to repair or retrograde NMC asset

9a FEMA Contracting Officer

If repair is authorized, directs Contractor to order parts and commence repairs

9b FEMA PM If repair is not authorized, directs contractor to commence modified Return to Storage (RTS) actions for retrograde

10a Contractor Completes repair work and documents actions on NMC reports 10b Contractor If processing for retrograde, completes modified RTS for retrograde to CONUS. Completes Generator Maintenance Profile 11 FEMA TM Confirms generator is FMC.

Repairs that require the approval of the CO MUST be in writing with the detailed pricing, unless time sensitive, at which time, a verbal approval will be discussed with the CO with the understanding that the written estimate is forthcoming within 24 hours. Invoices must

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Material Overhead Cap: Material overhead on parts and materials: NTE 10%

Approval Threshold for Generator Repairs:

Repair Cost (Parts & Labor) Approval Level Notes

$0.01 - $500.00 Technical Monitor (TM). Completed Repair Authorization form required.

$500.01 - $3,500.00 Contracting Officer Representative (COR) or

FEMA PM

Completed Repair Authorization form required.

$3,500.01 and above Contracting Officer (CO)

Completed Repair Authorization form or DLA Generator Repair Worksheet required.

Due to the threshold of repair costs, must be in writing however, if under time constraint – verbal will be discussed with the understanding that a written estimate will follow

D. Emergency Repair and Services

The Contractor shall provide for emergency repair and services 24 hours per day, 7 days a week during and outside of routine work hours for all installed generators operating as the primary power source to a facility/grid.

Emergency repair and service of designated generators will be initiated by FEMA authorized representative.

The Contractor shall provide a Point of Contact (POC) and at least two contact methods for the representative with all the authority necessary for providing emergency repair services.

The Contractor will provide verbal and electronic notification to the FEMA PM and the generator site POC on initiation of an emergency call. The Contractor will update status verbally and electronically every 2 hour(s) after receiving emergency call. The Contractor will verbally communicate any and all essential information as received and determined needed by both the FEMA PM and/or generator site POC; additionally, they will provide written documentation as time permits.

4. Places of Performance

The following table is a sample of the federal or federally leased generators currently installed.

The particular generator Make, Model, or Capacity and on island inventory may change as units are retrograded to vendors, Returned to Storage, or requirements for additional generators develop. The specific location of each generator will be made available.

(Sample data table)

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5. Operating Hours

The Core Hours of the operation is Monday through Friday from 7:00 am – 5:00 pm excluding all observed Federal and Commonwealth holidays. All other activities required to be conducted outside of designated period will be coordinated with FEMA PM.

Exceptions to specified work periods are identified below:

A. Generator Fueling and Daily Maintenance and Services

Contractor shall provide daily preventive maintenance and fueling to generators.

B. Emergency Repair and Services

Emergency repair and services designated period is 24 hours per day, 7 days a week.

6. Period of Performance

The initial Period of Performance (Base Period) of contact is for 90 days with three option periods 90 days each. The Government reserves the right to extend the period of performance by exercising each option period of 90 day increments. The Government may terminate this contract without cause, or any one or more of the specific tasks performed under this contact, within 72 hours of written notice after initial base period following the effective date.

7. Deliverables

A. Pricing Schedule

The Contractor pricing schedule(s) will include any and all labor, equipment (this is to include ALL equipment required by the contractor to conduct mission requirements), and material necessary for generator maintenance, fueling and fuel delivery, loading, transportation and Installations / de-installations, Return to Storage, emergency repair and service, and contingency response generator installations, as well as the mobilization and demobilization back to home origins of the resources. The Contractor will provide a comprehensive listing with pricing details for all equipment, including but not limited to, trucks, roll-back trucks, forklifts, cranes, special tools and equipment, fueling resources, load bank test units, etc. required to meet all requirements for this contract.

Barcode Transponder # Kw Phase Voltage Config Make Model Status Availability 125744 0-321345 60 Three Phase 120/208 Wye FG WILSON P65E FMC Available 258677 0-1374066 68 Single Phase 120/208 Wye M.Q. Power DCA-85SSM FMC Installed 258700 0-1266871 25 Three Phase 120/240 Delta Onan 25 DKAF FMC Available 258948 0-1307196 48 Three Phase 277/480 Wye MQ POWER DCA-60SSI FMC Available 258978 0-907291 60 Three Phase Wye CHICAGO CP8060GS FMC Installed 264245 0-1308763 150 Three Phase 480/277 1 CUMMINS 150DGFA-3754 FMC Available 264371 0-318154 56 Three Phase Wye MQ POWER DCA-70USJ FMC Available 264436 0-303733 56 Three Phase Delta MQ POWER DCA-70USJ FMC Available 314961 0-1323176 96 Three Phase 120/240 Wye FG WILSON P110E FMC Available 332654 0-1326228 60 Three Phase 120/240 Delta Atlas Copco 8972-4007-02 FMC Available 332661 0-906438 125 Three Phase 120/208 Wye Atlas Copco 8972-4007-04 FMC Available 548688 0-1359230 35 Single Phase 120/240 1 Onan 35 DGBB FMC Installed

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i. Generator Servicing and Maintenance

Contractor pricing will be grouped into seven separate ranges of generator Kilowatt (KW) capacity and priced accordingly to provide a unit cost for servicing and maintenance services.

The seven ranges of 15 - 60 KW, 61 - 100 KW, 101 - 200KW, 201 - 400 KW, 401 - 704 KW, 705 - 1000 KW, and over 1000 KW are installed and requiring daily monitoring and service at 240 hour and Manufacture’s service schedule intervals.

The Installed Generator Daily and Scheduled Service Costs, Generator Quarterly and Annual Maintenance Costs, and Generator Service and Maintenance Costs or similar with required pricing detail, will be the Contractor’s daily pricing including the islands of Vieques and Culebra.

The Generator Service and Maintenance Costs table is a summary of the services provided by the Contractor from the Installed Generator Daily and Scheduled Service Costs.

The Contractor will invoice bi-weekly, every two weeks, from the effective date of the contract, for service to all Fully Mission Capable generators. The Contractor will not submit for, or be reimbursed for, Non-Mission Capable generators.

Installed Generator Daily and Scheduled Service Costs

Generator Capacity Range

Daily 240 Hour / Additional

Consumables Oil Coolant

Preventive Maintenance

*Service *Service *Service *Service

15 - 60 KW

61 - 100 KW

101 - 200KW

201 - 400 KW

401 - 704 KW

705 - 1000 KW

Over 1000 KW

*Service includes all monitoring, and service as needed for safe operation at 240 hour and at manufacture recommended maintenance intervals.

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Generator Quarterly and Annual Maintenance Costs

Generator Capacity Range

Stored or Backup Consumables Oil Coolant

Quarterly Annual Maintenance Maint. Maint.

15 - 60 KW

61 - 100 KW

101 - 200KW

201 - 400 KW

401 - 704 KW

705 - 1000 KW

Over 1000 KW

Generator Service and Maintenance Costs

Capacity Range Stored, Standby or Backup Operational Status Schedule Cost / Service Multiplier Cost Quarterly 3

Annual 1

Consumables N/A N/A

Annual Cost - Total of Quarterly, Annual, and Consumables

Monthly Cost - Annual Cost divided by 12

Installed Operational Status

Daily PM Cost – Total of Daily Preventive Maintenance

240 Hour Cost - Total of 240 hour services and maintenance

500* Hour Cost – Total of 500 hour services and maintenance

1000* Hour Cost – Total of 1000 hour services and maintenance

* 500 and 1000 hour service costs are a placeholder for the actual manufacturer’s service schedule intervals.

ii. Fuel and Fuel delivery

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The Contractor pricing will include all service necessary for fuel and fuel delivery to be submitted bi-weekly from effective date of the contract to installed generators including the islands of Vieques and Culebra. Baseline fuel delivery pricing range be based on the quantity, size, and location of installed generators at time of contract award. Fuel delivery pricing will include all necessary equipment (retail trucks, transport trucks, transfer and storage tanks, etc) and personnel needed to satisfy the fuel delivery requirements of this contract. The contractor pricing strategy will account for potential increased fuel delivery demands. Contractor pricing for fuel delivery to installed generators on the islands of Vieques or Culebra will be based on Contractor’s plan for inter-island maritime transport of fuel and ground delivery to the generators and/or use of on-island fuel and fuel delivery, or combination of methods for fuel delivery.

Actual Fuel costs will be invoiced as separate item at the actual wholesale price paid by the Contractor plus 5% markup for any and all services (to include de-fueling and algaecide treatment), handling, or other costs.

iii. Loading, Unloading, Transport, Installation / De-Installation, and Return to Storage or Retrograde

The Contractor pricing will include services necessary for loading, handling, transporting, and installation / de-installation to/from FEMA staging areas, storage sites, or Return to Storage of federal generators and support retrograde of federally leased generators. The Contractor pricing will be for the necessary service for the loading, handling, transportation, installation and de-installation of both federal and federally leased generators to/from FEMA staging areas, to/from installation sites, and to/from areas to support Return to Storage and/or Retrograde.

iv. Emergency Repair and Service

The Contractor will provide the capability for emergency repair and services 24 hours per day, 7 days a week for installed generators designated for emergency repair and services.

B. Management Plan

The Contractor shall provide in writing a Management Plan for this contract that demonstrates the ability to direct and control the operations of this requirement both programmatically and on a daily basis in an efficient and cost effective manner. It shall also address how the Contractor will manage risks including, but not limited to, controls, policies and contingencies.

The plan shall describe the organization and work structure, processes and procedures to maintain not less than a 98% fully mission capable rate of all installed generators.

Within the contractors management plan, they shall describe in sufficient detail how they intend to complete each of the tasks as outlined in Section 3 which will meet the government intent of completing all maintenance, fueling; installation, de-installation and Return to Storage, loading and transport and emergency repair and service of federal or federally…