Statement_of_Work_(SOW).pdf

STATEMENT OF WORK

POWER MISSION FEDERAL

EMERGENCY MANAGEMENT AGENCY

Territory of the United States Virgin Islands

DR-4340-USVI

1. BACKGROUND

The Federal Emergency Management Agency (FEMA) has installed and maintains as available federal emergency power generators at critical infrastructure and facilities on The USVI territories. These generators are in support of the USVI and for federal operations to ensure continued operation of critical infrastructure and facilities.

FEMA has approximately 14 generators of various manufactures and sizes, installed at critical infrastructure and facilities. These units are not in service 100 percent of the time. Due to the weakened electrical infrastructure, these units will stay in place until the electrical grid becomes stable.

There are generators not installed and distributed geographically at 2 FEMA staging areas. These consist of 15 Generators of various sizes located on St. Croix and 26 located on St. Thomas.

These same units will require monthly, quarterly, and annually service based upon the manufacturers requirements. These units in staging are being maintained as a reserve for the units installed. The number of generators either installed or at FEMA staging areas, or in Return to Storage or retrograde to vendor status, changes based on requirements for generators

2. STATEMENT OF WORK

This Statement of Work (SOW) if for (1) generator maintenance, (2) fueling and fuel delivery, (3) load, transportation, deinstallation, and Return to Storage or retrograde, (4) Unit repair and service, (5) cable disposal, (6) area cleanup / area decontamination, and (7) repairs.

The Contractor shall maintain not less than a 98% fully mission capable status of all generators and provide for continuity of operation at all times during the period of the contract.

The provided generator maintenance, services and fueling will ensure the proper operation of each installed generator either in continuous, intermittent, on standby status, and the completion of required monthly, quarterly and annual services for all generators. The fueling will be direct to FEMA provided generators and/or fuel tanks that have been added for additional storage capacity to the generator.

Based on direction of FEMA, the Contractor will provide for all load, transportation, and de-installation of federal generators and storage tanks to/from FEMA staging area, between FEMA staging areas, installed locations, for Return to Storage, retrograde to vendor and return to Port.

The Contractor will complete all work associated with the generators at a FEMA staging area or at the location of the installed generator or at the shop of the contractor if feasible.

The Contractor shall under its provisions provide, including but not limited to, labor, 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. Preventative Maintenance Schedule and Log

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, monthly, quarterly, and annual service requirements. The Contractor shall, at a minimum, implement NFPA 110 suggested format for maintenance schedule and generator log(s).

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

Generators installed in either primary/continuous or non-primary daily or intermittent use shall be monitored by a diesel generator technician with services completed when needed for safe operation, and all required preventative maintenance at 240 hours (+/-24 hours) of operation.

Ancillary equipment (e.g. transfer switch) if FEMA provided, shall be tested in accordance with manufacturer’s recommendations, instruction manuals, and industry standards.

Preventative maintenance of generators installed as backup and not in operation shall be performed based on schedule of monthly, quarterly, and annual services

If generator mechanical or electrical repairs are beyond preventative maintenance and service, the Contractor in coordination with FEMA, will determine requirements for repair and/or replacement of the generator(s).

The diesel generator technician will document in detail all services, maintenance or repairs on generator log(s) for review by the FEMA Project Manager, and/or FEMA Technical Monitor(s).

iii. Oil Change, Coolant Change, Air Filter Replacement, and other Consumables

Oil changes per generator shall be conducted as recommended following an oil analysis, if last service unknown, or on review of service documentation to comply with manufacture specifications, maintenance schedule, or installed generator schedule. All oil changes shall include replacement of the air filters if frequency not otherwise specified in manufacture specifications or installed generator maintenance schedule. All air filters will be time / date stamped on the filter to facilitate review for maintenance.

Coolant changes per generator shall be conducted as recommended following a coolant analysis, if last service unknown, or on review of service documentation to comply with manufacture specifications or installed generator maintenance schedule.

All other consumables shall be based on manufacture specifications and or requirements.

B. Fuel and Fuel Delivery

The Contractor will provide service all for fuel and fuel delivery to installed generators and storage tanks.

The Contractor will have fully executable fuel, fuel delivery, and/or fuel service contracts and contingency contracts for fuel and/or priority diesel rack access with one or more on-island fuel terminals to fuel generators and storage tanks.

The Contractor will provide all fuel and fuel delivery sustainment to include, but not limited to, equipment for pumping and transfer, hazmat response and spill containment, personal protective equipment, and loading and delivery of fuel to portable and stationary storage tanks.

C. Load, Transport, De-Installation, and Return to Storage or Retrograde, or Return to Port

Contractor will provide all loading, transportation, de-installation, and movement to or between FEMA staging areas or designated sites as needed.

The Contractor will be capable to load, transport and de-installation of generators in the USVI within 48 hours of receiving a Work Order during routine working hours. The Contractor will be capable to load and transport generator, material or equipment to FEMA staging areas The Contractor will provide the capability to receive the generator, material or equipment from or to the maritime terminal and complete de-instalation, transport, and unloading within 48 hours.

D. Unit 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, including all observed Federal and Commonwealth holidays, whose failure could result in death or serious injury to a person, or as specified in NFPA 110, Standard for Emergency and Standby Power Systems, NFPA 99, Standard for Health Care Facilities.

4. Places of Performance

The Contractor will complete all work associated with each generator where located either at the installed location, FEMA staging areas or the contractors shop if feasible. The Contractor operational location(s) supporting the contract will be used for equipment, material, personnel, or any other needs for storage and/or staged for general use and maintenance. The Contractor will not stage, hold, or otherwise maintain or accumulate equipment or material at installed locations or FEMA staging areas without the approval of the FEMA POC. The Contractor will be provided working area at each FEMA staging area by the FEMA POC to support maintenance and services and will have access to installed generators sites after coordination with FEMA POC.

5. Operating Hours

Monday through Sunday, including all observed Federal and Territorial

Holidays

Designated Work Periods:

A. Generator Maintenance and Services

Generator maintenance and services including routine maintenance and services, fueling;

and loading, transport, installation and de-installation work period is designated as between the hours of 0800 - 1700, Monday through Friday, excluding all observed Federal and Commonwealth holidays. Fueling outside of designed period, will be the exception or as requested by the site, and in prior coordination with FEMA PM and/or generator site POC.

Quarterly Testing and PM

For the generators not installed, a Quarterly Preventive maintenance needs to be completed.

This will include but not limited to checking of fluids such as oil, and antifreeze. If fluid changes are needed, they will be done at this time. Load test to be done every 6 months. Belts and wire connections will be checked and repaired, and the unit will be run for a least an hour.

B. Emergency Repair and Services

Emergency repair and services designed period is 24 hours per day, 7 days a week during and outside of routine work hours for all installed generators, including all observed Federal and territorial holidays.

Emergency Repair and Service designated period is 24 hours per day, Monday through Sunday, including all observed Federal and Territory holidays.

6. Period of Performance

The initial Period of Performance (Base Period) of contract is for 180 days (six month) with one option period of 180 days (six month). The Government may terminate this contract without cause, or any one or more of the specific tasks performed under this contact, within 15 days 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, and material necessary for generator maintenance, fueling and fuel delivery, loading, transportation and installations / de-installations, Return to Storage or retrograde to vendor, and emergency repair and service, and contingency response generator installations.

The Contractor will provide all pricing details in tables below and submit all tables, or similar tables containing all required pricing details, as part of the Contractor’s pricing schedule for this contract.

i. Generator Maintenance

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

The five ranges of 7 - 20 KW, 30 - 50 KW, 50 - 100 KW, 100 - 500 KW, and over 500 KW and are categorized as either staged or backup requiring monthly, quarterly, annual, consumables, oil and/or coolant change, or installed and requiring monitoring and service at 240 hour intervals.

The Generator Annual and Monthly Service Costs and Generator Inspection, Testing and Maintenance Costs tables, or similar with required pricing detail, will be the Contractor’s pricing in each of the five separate ranges of generators by capacity on USVI

The Generator Annual and Monthly Costs table is a summary of the pricing provided by the Contractor from the Generator Inspection, Testing and Maintenance Costs tables completed for each generators.

The Contractor shall include one oil change in the cumulative yearly price for each generator. If more changes are warranted based on generator installed use the cost shall be a separate charge invoiced per the pricing structure.

The Contractor shall include one coolant change in the cumulative yearly price for each generator. If more changes are warranted based on generator installed use the cost shall be a separate charge invoiced per the pricing structure.

The Contractor will invoice monthly, every 30 days from the effective date of the contract, for all Fully Mission Capable generators. The invoice amount will be for the total of monthly cost for the number of generators installed and in Continuous or Intermittent Operational Status.

The Contractor will not submit for or be reimbursed for Not Mission Capable generators.

Generator Annual and Monthly Service Costs

Generator Standby or Backup Installed* Oil Coolant

Monthly Annual Service** Service Service

7 - 20 KW

30 - 50 KW

60 - 100 KW

100 - 500 KW

Over 500 KW

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

Generator Inspection, Testing, and Maintenance Costs

Capacity Range Standby or Backup Operational Status

Schedule Cost / Service Multiplier Cost

Monthly

Quarterly

Annual

Consumables N/A N/A

Annual Cost - Total of Monthly, Quarterly, Annual, and Consumables

Monthly Cost - Annual Cost divided by 12

Installed and in Continuous or Intermittent Operational Status

240 Hour Cost - Total of monitoring, services, and 240 hour maintenance

ii. Fuel and Fuel delivery

The Contractor pricing will be for all service necessary for fuel and fuel delivery monthly, every 30 days from effective date of the contract, to installed generator and irregular requirements for testing and maintenance of generators either staged or in standby status.

Fuel costs will be invoiced monthly as separate item at the actual rack price paid by the Contractor plus no more than 5% for any and all services, handling or other costs.

iii. Load, Transport, De-Installation, Return to Storage, Retrograde, or Return to Port

The Contractor pricing will be for service necessary for loading, transport, de-installation to/from FEMA staging areas, Return to Storage, retrograde or return to Port of generators and equipment; such as storage tanks. The work will be completed during routine working hours designated as between the hours of 0800 - 1700, Monday through Friday, excluding all observed Federal and Commonwealth holidays.

iv. Emergency Repair and Service

The Contractor will provide for emergency repair and services 24 hours per day, 7 days a week for installed generators. Installed units are considered units on site at critical facilities regardless if they are in use 100 percent of the time.

v. Cable Disposal

The contractor will remove all wiring and cable used in the connection of the generator to the facility. The waste cable will be disposed of by the vendor however they see fit.

vi. Area clean up / Decontamination

The contractor will be responsible to clean the area of all equipment, supplies, waste and trash. In the event of any spills of fluids or other hazardous materials, the contractor will be responsible to clean the area to all environmental standards.

In the event the spill has to be decontaminated by an environmental company, the contractor will make the arrangements with a sub vendor of their choosing and bill FEMA at no more than cost plus 5%

vii. Repairs and or replacement

If an installed unit fails to the point where repair on site is not an option, the contractor shall transport a like or similar unit from the FEMA staging area. A FEMA POC will assist the Contractor in receiving a like or similar unit to replace the damaged unit. The contractor will then take the replacement to the facility and install the new unit. The contractor will then remove the damaged unit to the staging area, or to another agreed upon location for repair.

If the unit is beyond repair. It will be transported to the FEMA staging area and FEMA will arrange for disposition of the unit.

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 a 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 status of all generators and provide for continuity of operation at all times during the period of the contract.

The plan shall describe in detail sufficient for review how the Contractor will complete all maintenance, fueling; installation, de-installation and Return to Storage or retrograde to vendor, loading and transport, emergency repair and service, and contingency installation of federal or federally leased generators on USVI

The plan shall also include detail sufficient for review of key personnel, electronic data interface, contracts and agreements including subcontracting plan and subcontract percentages of work each of these sub-contractors and/or vendors will performance as part of the contract, fiscal controls, medical emergency plan, and continuity of operations plan.

C. Key Personnel List

The Contractor shall provide in writing the Project Manager, management and key personnel to include the Dispatcher/Manager that will work daily with FEMA PM and all certified or licensed technical personnel performing generator maintenance services. The Contractor will specifically identifying who will be in positions of authority over, and how they could impact, the Project Manager, management and/or technical personnel.

The Contractor’s Dispatch/Manager will integrate with FEMA for dispatch coordination, accountability and reporting, and coordination of changing mission needs with other Contractor agents or representative. The Dispatcher / Manager will have the authority to manage and coordinate the task assignments and missions.

The Contractor will provide certification that the Project Manager, management and key personnel to include the Dispatcher/Manager and certified or licensed technical personnel identified will be on USVI daily and have the authority to manage and coordinate the specific tasks during the period of the contract.

D. Electronic Data Interchange

The Contractor shall make the Preventative Maintenance Schedule, separate and consolidated generator logs, all damage, repair, or other service documents electronically accessible and retrievable by the FEMA PM, FEMA Technical Monitors and other designed personnel.

The Contractor shall make FEMA Work Orders and changes for generator installations, de-installations, movement to/from FEMA staging area, and Return to Storage or retrograde to vendor electronically accessible and retrievable by the FEMA PM, FEMA Technical Monitors and other designed personnel, and at FEMA’s option, to use for submission of Work Orders or changes.

The Contractor shall make all invoices electronically accessible and retrievable by FEMA PM, CO and COR, and other authorized representative for review, forecasts and reporting.

The Contractor shall make readily available all electronically accessible and retrievable information as specified by FEMA to meet the tasks specified in this contract.

E. Contracts and Agreements

The Contractor shall incorporate a subcontracting plan for local resources and small business concerns with capability including for personnel, equipment and resources to the fullest extent consistent with the efficient performance of this contract. The Contractor will identify the subcontract percentages of the work each of these sub-contractors and/or vendors will performance as part of the contract.

The Contractor shall identify in writing contracts and agreements that will be used for any of the specific tasks, to include, generator maintenance and services, fuel and fuel delivery to generators; load, transport, and installation / de-installation and Return to Storage or retrograde to vendor of generators, emergency repair and service of generators, and contingency response for generator installations.

The Contractor shall identify in detail sufficient for review all contracts and contingency contracts, or alternative source agreements, in place for expedited transportation, to include but not limited to, for inter-island maritime and/or ground transportation of generators, equipment or materials, seaport, airport; fuel terminal, fuel and/or fuel service agreements, and express shipping and delivery.

F. Fiscal Control Plan

The Contractor shall identify in writing the fiscal controls that will be used to execute the contract in a cost effective manner.

The fiscal controls will include, but not limited to, standards, information, benchmarks and/or analysis the Project Manager will use to identify and manage costs and maintain contract performance not less than a 98% fully mission capable status of all generators at all times.

The Contractor’s expenditure control, cash management, and revenue controls will include that invoices for work completed will be submitted monthly, every 30 days from effective date of contract, for payment to FEMA Finance.

Invoices will be emailed directly to FEMA Finance, the PM and the COR listing all work performed in the period detailing equipment, materials, inventory, and personnel.

G. Medical Emergency Plan

The Contractor shall identify in writing the maintain medical emergency plan for expedited treatment and definitive care, and transportation and/or off-island medical evacuation, of the personnel operating under the contract.

H. Continuity of Operations Plan

The Contractor shall identify in writing the business continuity plan specific details that address the continuity requirements of this contract to include the business’ applicable essential functions, orders of successions, delegations of authority, continuity facilities, continuity communications, vital records management, human capital, and conditions of devolution and reconstitution.

8. Service Level Performance Requirement

The Contractor shall maintain not less than a 98% fully mission capable status of all generators and provide for continuity of operation at all times during the period of the contract.

Performance will be evaluated on responsiveness to task and requirements, quality and completion of deliverables and limited disruptions, management and fiscal control including invoicing and prompt payment of vendors and subcontractors, and consistency in meeting the mission and deadlines 100% of the time. Contractor inconsistency in service are not a part of methods for management, operation or overhead, or deliverables for this contract and will be unacceptable performance.

Contractor performance evaluation will not include force majeure events or when other entities limit or deny access to completed to contract deliverable.

The Contractor will work in close coordination and transparency with the FEMA PM, COR, CO and other designated Federal or Commonwealth personnel for performance on this contract.

Service Level Output

Performance Objective

Acceptable Quality Level

Positive Incentive

Negative Incentive

Task and Completion of Responsiveness to Positive Must related tasks on timely tasks and contractor re-complete deliverables basis with the requirements, quality performance tasks at no appropriate and completion of documented additional cost coordination, deliverables with with internal to the reporting, limited disruptions, FEMA offices. Government invoicing and management and within 24 hours, deliverables fiscal control or as directed.

accomplished including invoicing and prompt payment of vendors and subcontractors, and consistency in meeting the mission and deadlines 100% of the time.

9. Reporting

The Contractor will provide to the FEMA PM the following reporting:

Comprehensive generator preventative maintenance schedule and a separate log for each generator, consolidated for all generators, updated and accessible within 24 hours of completion of work.

Generator status report indicating FMC or NMC for each generator either as installed, in FEMA staging area, Return to Storage or retrograde to vendor status updated and electronically accessible with 24 hours of completion of work.

Load, Transport, and Installation, De-Installation status report updated and electronically accessible within 24 hours of completion.

Damage reports submitted by email and electronically accessible with 24 hours of occurrence.

Accident Report submitted by email and electronically accessible within 24 hours of occurrence.

10. Inventory

Contractor is responsible for all necessary inventory as determined required for, to include but not limited to, maintenance and services, fuel and fuel delivery, loading, transportation, de-installation, Return to Storage or retrograde to vendor, emergency repair and service,.

11. Government Furnished Equipment and Information

No Government furnished property or equipment will be provided.

12. Contractor Personnel

It is the responsibility of the Contractor to propose qualified contractor personnel to perform all requirements specified in the Statement of Work. FEMA will rely on the Contractor to provide qualified personnel to perform all requirements as specified in the SOW

A. Personnel

Contractor will provide personnel, including drivers and technicians, that are US Citizens and have a working command of the English language. Background checks will be completed for all drivers to include but not limited to Social Security Number verification, felony and misdemeanors, employment verification, and motor vehicle moving violations, fines or suspensions.

The Contractor will provide personnel, including drivers and technicians that are authorized to access US Military installations, fuel terminals, airports, seaports, and government facilities including applicable credentials as may be required by the facilities.

B. Personnel Identification

Contractor employees, staff, subcontractors, sponsored personnel and all others under the contract shall comply with all Government rules and requirements for identification. All Contractor staff shall identify themselves as non-FEMA personnel when their status is not readily apparent and display all identification and badges in plain view above the waist at all times. Contractor shall establish and provide the methodology use for all staff to be readily identified if questioned by FEMA, other federal agency, or USVI personnel.

C. Personnel Conduct

Contractor personnel shall comply with all applicable Government regulations, policies and procedures (e.g. fire, safety, sanitation, environment protection, and security) when in the area of or working at Federal or Commonwealth facilities. The Contractor shall ensure Contractor personnel present a professional appearance at all time and that their conduct shall not reflect discredit on the United States, the Department of Homeland Security or the USVI. The Contractor management shall ensure Contractor personnel understand and abide by rules, regulations, and policies established concerning safety and security.

D. Removing Personnel for Misconduct or Security Reasons.

FEMA may, at it sole discretion from the Contracting Officer direct the Contractor to remove any Contractor employee from facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support the direction to remove an employee.

13. Definitions

The following terms, acronyms, abbreviations and/or phases used through this Scope of Work and actual mission execution are provided as informative as to intent and/or common meaning.

Federal Emergency Management Agency (FEMA) - A component of the Department of Homeland Security responsible for managing, overseeing and executing response and recovery form a Presidentially Declared Disaster.

Assessing Power Needs - The process of determining the electrical power requirements needed to activate the electrical systems within a building or facility that renders it functionally operation.

Contract - A binding agreement issued by a Contracting Officer that provides legal authorization for the Contractor to perform work under the agreement.

Contracting Officer (CO) - A FEMA employee who has the authority to commit governmental funds for a contract. Any changes in the contract, Statement of Work (SOW), or covenants between the Contractor and FEMA can only be made by the CO.

Contracting Officer’s Representative (COR) - A FEMA employee who works with the Project Manager (PM) at the staging area as the Contracting Officer’s representative. The COR work for the CO and administrates the contract on behalf of the CO. The COR reviews and tracks Work Orders with the PM, validates Contractor invoices to FEMA finance for payment.

Critical Infrastructure (CI) - Any system or assets that the Government has deems are vital to security, economic security, public health or safety, or any combination of those matters, or such that the Commonwealth of Puerto Rico deems, and FEMA concurs, are necessary and/or essential to the response and recovery.

Demobilization Work Order - A Work Order authorizing the Contractor to de-install an previously installed federal owned or federally leased generator. This Work Order may request the generator be returned to the staging area or installed at another location.

Fueling Generators - The ongoing process of checking installed generators which consists of recording generator barcode identifier, generator hours, amount of fuel dispensed, date/time of service and worker(s) name providing the service. Fueling is performed on an as needed basis which may daily depending on the burn rate.

Fully Mission Capable (FMC) - Designation given to a generator that is electrically and mechanically ready to be installed. Implies the generator will operate to manufacture specification and produce the rated voltage(s) and amperage.

Hauling / Transporting Generators - The process of utilizing material handling equipment to load generator(s) on suitable vehicles and transporting to the desired location(s). The Contractor will utilize chains and other equipment to secure the generator when moved and/or transported.

Installation Work Order - A Work Order providing the Contractor with information necessary to install a generator at a critical facility. The Work ORder is the means of tasking the Contractor to perform an installation and being daily preventative maintenance, fueling and routine services until tasked to de-install the generator and return to FEMA staging area.

Invoices - An invoice is prepared by the Contractor that lists all work performed for payment in the period detailing equipment, materials, inventory, and personnel. Invoices are emailed directly to FEMA Finance, the PM and the COR.

FEMA Project Manager (PM) - The Project Manager is a FEMA Logistics Specialist who works at the ISB and coordinations daily on requirements with the Contractor and COR. The PM initiates with work order, verifies that work has been completed and reports that information to the COR who authorizes payment of the invoices.

Not Mission Capable - Designation given to a generator that has an electrical or mechanical problem preventing operations in accordance with manufacturer specifications or safe installation.

Generator Preparation - The process of preparing generators for future installation that includes, but not limited to, inspecting the generator for damage incurred during transportation to the staging area, attaching the exhaust stack, checking fluid levels, connecting battery leads, providing nominal fuel for startup and testing purposes, starting the generator, and verifying the generator phase, that the rated voltage(s) can be produced and that the hour meter is operational.

Preventative Maintenance - This is maintenance performed during routine service intervals for staged or backup generators and services completed when needed for safe operation and all required preventative maintenance at 240 hours is generator is operational. Preventative maintenance includes, but not limited to, checking hour meter for proper operation, battery level, fluid levels (coolant, oil, other) and filling to proper levels, visual inspection of all components (connections, hoses, belts, cables, etc) for serviceability and excess wear and tear, fuel leaks, and completing scheduled services. The Contractor shall provide PM generator log sheets for each generator and access to maintenance schedule and consolidated log(s) for all generators.

Preventative Maintenance Schedule (PMS) - This is the comprehensive record of all generators documenting date required by generator for hour, monthly, quarterly, and annual services. The schedule is used to tracking against generator logs the actual services completed and equipment status.

Repairing Generators - The process of fixing an installed generator that develops some type of mechanical or electrical problem.

Return to Storage (RTS) - The process of preparing a generator for retrograde to FEMA Distribution Center located CONUS. This process includes, but is not limited to, repairing damaged sheet metal, changing fluids and filters, removing all fuel, and completing all required electrical and/or mechanical repairs. Pressure washing and load testing using a load bank may also be required but will be specifically tasked by the PM.

Staging Area - Commonly referring to an Incident Support Base or Federal Staging Area supporting the disaster response and recovery. This is the location where generators are delivered and the temporary power mission is executed. Activities at the staging area include generator receiving, preparation, loading and hauling, return, and preparation for release and return to vendor or other FEMA location.

Work Orders - Individual tasks the PM directs the Contractor to perform within the scope and authority of the contract. Typical Work Orders include hauling, loading and unloading, installation, de-installation, and Return to Storage or retrograde to vendor of generators.

SIZE (kW): MANUFACTURER: BARCODE:

DATE OF THIS SERVICE HOUR METER READING (@ Start of Service):

LOCATION OF SERVICE: (Select) RUN UP HOUR METER READING:

STATION OF ORIGIN: (Select)

CURRENT CONDITION: (Select)

LEVEL OF SERVICE: (Select)

ACTION ITEM

SERVICE REQUIRED

**Quarterly tasks are to be completed during Annual & RTS services**

CODE

(OK= No Problem; CS=Corrected to spec; TF=Temporary

Fix; PF=Permanent Fix; NA=Not Applicable; XP=No replacement part available; XF=FEMA Waived Repair;

XX=Uncorrectable damage)

CHECK/CLEAN Battery terminals / battery hold down QUARTERLY

DISCONNECT (Secure) Battery Cable QUARTERLY

TEST Panel Lights QUARTERLY

CHECK / ADD (if needed) Coolant fill level - add recharge if necessary QUARTERLY

INSPECT Coolant Leak QUARTERLY

CHECK Tension on belts QUARTERLY

CHECK Silencer isolator mount QUARTERLY

CHECK/ADJUST Governor QUARTERLY

CHECK/CLEAN Air filter(s) QUARTERLY

INSPECT Loose/worn belts/hoses QUARTERLY

INSPECT Oil Leak QUARTERLY

INSPECT Turbo/chair-air cooler QUARTERLY

CHECK Exhaust components QUARTERLY

CHECK Fuel line quick couplers QUARTERLY

DRAIN Fuel / water separator QUARTERLY

INSPECT Fuel Leak QUARTERLY

INSPECT

All filters marked with date and run hours at replacement

QUARTERLY

INSPECT All gauges/meters QUARTERLY

INSPECT Breaker(s)/lugs QUARTERLY

INSPECT Frayed/Corroded Wiring QUARTERLY

INSPECT Housing - proper FEMA identification QUARTERLY

INSPECT Loose Bolts/linkage/etc. Replace if missing QUARTERLY

LUBE/ADJUST Various linkages QUARTERLY

CHECK Lube oil level QUARTERLY

DRAIN & REPLACE - SEE NOTE Coolant ANNUAL / RTS

DRAIN & REPLACE Lube Oil ANNUAL / RTS

REPLACE Air cleaner element(s) ANNUAL / RTS

REPLACE Fuel filter(s) ANNUAL / RTS

REPLACE Fuel/Water Separator ANNUAL / RTS

REPLACE Oil filter(s) ANNUAL / RTS

ACTION ITEM SERVICE REQUIRED CODE ACTION CODE / VOLTAGE CONFIGURATION

CLEAN Clean out Coolant Strainer ANNUAL Voltage Configuration at time of load test

CLEAN DEF Filter ANNUAL 1-Phase Breaker Functionality

DRAIN / REPLACE DEF Fluid ANNUAL 3-Phase Breaker Functionality

CHANGE During Coolant Change - Bleed EGR Coolant COOLANT CHANGE ONLY Output Voltage Stability

REPLACE Crankcase filter EVERY 1,000 hrs

TEST DEF Fluid Concentration EVERY 90 DAYS Start (Hours)

INSPECT / RE-TORQUE

Power Balance Connections (Re-torque terminal bolts to 75 IN-

LBS)

EVERY 90 DAYS Stop (Hours)

COOLANT PROTECTION (Every 90 days) OUTPUT VOLTAGE READINGS (Every 90 Days) adjust if needed

FREEZE POINT: READINGS: BATTERY STATUS: BATTERY REPLACEMENT DATE: PASS

DEF CONCENTRATION (TIER 4 ONLY) SET POINT: ESTOP STATUS: FAIL

SET POINT:

OVERALL GENERATOR READINESS

FUEL FILTER PRIMARY: SECONDARY: BLOW BY (TIER 4 ONLY)

LUBE OIL PRIMARY: SECONDARY: CRANKCASE (TIER 4 ONLY, EVERY 1,000 HRS)

AIR PRIMARY: SECONDARY: DEF (TIER 4 ONLY

COOLANT PRIMARY: SECONDARY:

ACTION CODE New Coolant

Drain/inspect fuel tank (no fuel present) New Lube Oil (15w40)

NOTES

GOVERNMENT FINAL Q/A INSPECTOR:

SIGNATURE OF CONTRACTOR AND GOVERNMENT REPRESENATIVE

FUEL TANK COOLANT / LUBE OIL

NOTE ALL NEW DAMAGE / REPAIRS/ LOAD TST FAILURES / NO-START

CONTRACTOR FINAL Q/A INSPECTOR:

FILTERS (PART & MFG) TIER 4 FILTERS ONLY

TIER 4 SERVICE REQUIREMENT (Applicable Generators) LOAD TEST DETAILS (PERFORMED & COMPLETED UPON COMPLETION OF ALL OTHER SERVICES)

BATTERY / ESTOP STATUS

Load Bank Tested (90minutes)

LOAD TEST RESULTS (CONDUCTED AT MAX CAPACITY)

GENERATOR MAINTENACE CHECKLIST - (TO BE COMPLETED AS SERVICES ARE RENDERED)

FEMA PWS REQUIRED GENERATOR MAINTENACE CHECKS & SERVICES

IDENTIFICATION

CURRENT MAINTENANCE DATA

PRE-EXISTING DAMAGE:

ATTACHMENT 9: GENERATOR MAINTENANCE PROFILE SHEET (GMP) - JULY 2017

Per PWS (6.1.1.10) : Annual 2017 (CONUS) ; Annual 2018 (OCONUS)

SEE NOTE Per PWS (6.1.2.2): Annual 2018 (CONUS) ; Annual 2017 (OCONUS)

SEE NOTE above when to change

3 years

2 Years