ACL Emerg Generator Service Contract - SOW and PM Schedule.pdf

ACL Clinic Emergency Generator Preventative Maintenance SOW – December 2024

SCOPE OF WORK

Emergency Generator Preventative Maintenance

Acoma-Canoncito-Laguna Service Unit Albuquerque Area Indian Health Service

I. BACKGROUND:

The Acoma-Canoncito-Laguna (ACL) Health Clinic has one Level 1, Type 10 emergency power supply system, consisting of a Caterpillar model #3412C diesel powered generator, installed in approximately 2001. It is rated at 600kW / 480 V.

In 2023 this unit received Preventative Maintenance (PM) Level 3 services.

The ACL Clinic is located at 80B Veterans Blvd, San Fidel, NM 87049.

II. GENERAL:

A. Services:

As part of this Scope of Work (SOW), the contractor shall provide specialized testing, inspection services and repair work to ensure that the emergency generator and power supply system is in compliance with NFPA 110 and The Joint Commission (TJC) Environment of Care section 02.05.07 accreditation requirements. These services shall be performed by a Contractor having a proven history of proper qualifications, competence, experience, and performance with a generator similar to that listed above.

The Contractor for this work shall provide all material, equipment, labor, tools, etc., to perform the required inspection of and repair work to the Emergency Generator as described and at the facilities located within the Acoma-Canoncito-Laguna (ACL) Service Unit, Albuquerque Area Indian Health Service (AAIHS).

B. Location of Work:

The work is to be performed at the ACL Health Clinic, Maintenance Facilities department.

C. Contractor’s Technical Requirements:

The Contractor shall meet the technical requirements and possess the required experience as follows:

1. Have a minimum of five (5) years’ experience in the field of Emergency Generator

Services and in the work of inspecting these systems and equipment for compliance with code requirements.

2. Have successfully performed similar type projects in scope and size within the last two

(2) years.

3. Have Caterpillar Inc. emergency generator certified technicians available to perform scheduled preventative maintenance (PM) services.

4. Have Caterpillar Inc. emergency generator certified technicians available to respond to and be present on-site to all emergency service calls within 4 hours from the time of the call.

5. Regularly perform work in the New Mexico or Arizona geographical area.

6. Have the ability, including equipment and personnel, to provide reports required elsewhere in this Scope of Work (SOW) within 15 calendar days after completion of.

D. Facility Overview and Procedures:

1. The Contractor shall attend in-person or virtually an initial pre-performance meeting with the Facility Engineer and/or Maintenance Supervisor within one month from the date of Notice to Proceed (NTP) from the Contracting Office. The pre-performance meeting agenda shall include, at a minimum, a review of the Contractor procedures, safety and security measures, work schedule, and any required coordination.

2. The Contractor shall provide a sample report to the Facility Engineer and/or Maintenance Supervisor at the pre-performance meeting. These documents shall be reviewed to ensure that the reporting periods meet all facility, NFPA 110 code and TJC accreditation requirements.

3. Except for emergency service calls initiated by the Owner, the Contractor shall perform all work during normal business hours, 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal Holidays. Authorization other than normal work hours shall be coordinated and approved in advance with the Facility Engineer and/or Maintenance Supervisor.

4. The ACL Facility Engineer or Maintenance Supervisor shall schedule the work and type of PM services with the Contractor. The inspections and all work are to be completed while the ACL Clinic and all electrical facilities remain in operation. The Contractor shall ensure that the services do not disrupt normal electrical service to the Clinic.

5. The Contractor’s on-site employees shall sign in and out with the Facility Maintenance office during every visit.

6. The Contractor shall adhere to all policies, standards, and requirements of the ACL Clinic while on-site. Safety procedures shall be strictly adhered to at all times.

II. WORK PERFORMANCE & DESCRIPTION:

The Contractor may be requested to perform any or all of the following preventative maintenance (PM) levels of service:

PM 1

PM 2

PM 3

See the attached Emergency Generator Preventative Maintenance Schedule and Descriptions for complete descriptions of each PM service level and recommended intervals. All labor, travel, required tools and all listed replacement parts and materials shall be included in the proposed price. PM 3 service shall include the supply and full set-up of a second generator capable of fully meeting electrical requirements of the Clinic.

The Owner may elect to complete PM 1 level of service on its own.

The Contractor is also put on notice that the Owner may require the Contractor to respond to emergency service calls. The Contractor shall propose an hourly emergency service rate, portal to portal, and shall include all labor, travel and required tools.

Replacement parts and supplies that may be required shall be billed separately. Any additional work or expenses outside of the PM contract price shall not be undertaken until authorized by the Contracting Officer.

III. DELIVERABLES:

The Contractor shall provide the following reports to the Facility Maintenance Supervisor for each PM and emergency service performed. The report shall be submitted within 15 business days after the date of service. The report can be emailed to the Facility Engineer and Maintenance Supervisor.

A. The Contractor shall provide a service report that shall include, at a minimum: the date of service, name of Technician, inspection checklist and results, tests performed and results, deficiencies discovered, all repairs, all parts replaced, recommendations for parts to be replaced within the next 6 months and overall condition of the system.

IV. PERIOD OF PERFORMANCE:

The base performance period for this service shall be one year from notice to proceed. Option year renewals, up to four additional years, shall be exercised on the basis of existing requirements of the Government, availability of funds, and satisfactory Contractor performance. Option years will be added to the agreement prior to the end of the current year upon recommendation of the Government and acceptance by the Contractor.

V. EVALUATION FACTORS FOR AWARD:

To be considered for award of a contract under this solicitation, the Government will use the following evaluation criteria:

(1) Conforming to Contractor’s Technical Requirements

(2) Past Performance

(3) Price

The offeror must provide adequate information for all evaluation factors. Failure to provide this information may disqualify an offeror from further consideration. Offerors shall provide points of contacts and DUNS number for any past or current government contracts referenced in Evaluation Factors supporting information.

VII. SITE VISIT:

An offeror may request a site visit of the existing emergency generator and related systems and utilities. Contact the Contracting Officer’s Representative (COR), David Steen at 505-785-2017 or david.steen@ihs.gov to request a date and time.

End Scope of Work

ACL Clinic Emergency Generator Preventative Maintenance Schedule and Descriptions December 2024

Emergency Generator Preventative Maintenance (PM) Schedule & Descriptions

ITEM PM 1 PM 2 PM 3

Interval 6 mo. 12 mo. 36 mo.

Inspect / Check Overall Condition X X X Cooling System X X X Fuel System X X X Air Induction & Exhaust X X X Lube Oil System X X X Starting System X X X Engine Monitors & Safety Controls X X X Power Generator X X X Control Panel X X X Operation of Engine & Generator X X X

System Exercising Generator operation off line X X X Generator operation on line ATS in the emergency position X X X Megohmmeter Test X X Load Bank Test, 1 hr. duration X Load Bank Test, 4 hr. duration X

Maintenance Fuel System-Replace fuel Filter X X Lube Oil System-Change Oil & Filters, SOS, Clean Crankcase Breather X X Air Induction & Exhaust System-Check Valve adjustment, rotators, & inspect turbo X X Engine Safety Controls- Check Gauges & Switches X X Power Generator-Lube Bearing X X Control Panel-Vacuum & Clean X X Connect Cat ET Software where applicable, record all events and clear memory. X X

System Conditioning Cooling System- Drain/Refill Coolant, Replace coolant hoses & Belts, Replace Thermostats X Starting System-Replace Batteries & Alternator Belt X

Detailed Description of Preventative Maintenance Service Levels

The following descriptions are the services to be performed by the Contractor for inspection and maintenance service levels.

SERVICE LEVEL 1 (PM1):

Inspections performed every 6 months

General Visual Inspection - Visual inspection of overall condition, look for foreign objects, loose or broken fittings, missing guards, or other damaged components. Correct or adjust as necessary. Notify Facility Engineer of all recommended parts replacement.

Cooling System Radiator/Heat Exchanger - Visual inspection for leaks, damage, and debris. Check that louvers or air dampers operate correctly.

Coolant - Visual inspection for correct level and condition of coolant (rust, oil, contaminants). Check coolant conditioner concentration and temperature protection. Check filler cap gasket and sealing surfaces.

Hoses and Connections - Visual inspection of all hoses for deterioration. Check tightness of all hose connections.

Fan Drive Pulley and Fan - Check for loose or worn pulleys and lube fan drive bearing. Check fan operation and clearance.

Fan Belts - Inspect for wear or deterioration. Check tension and adjust as necessary.

Jacket Water Heater - Inspect for proper operation. Check thermostat setting for proper coolant temperature

Water Pump - Visual and operational inspection for leaks or unusual noises.

Fuel System

Fuel Tank - Visually inspect fuel tank system for leaks and fuel level. Test day tank pump for proper operation. Inspect fuel condition for contaminants.

Water Trap/Separator - Drain water from fuel tank or water separator.

Fuel Lines and Connections - Inspect for leaks and tight connections. Check line brackets.

Governor and Controls - Inspect governor oil level. Inspect controls and linkage for proper operation.

Add oil as necessary.

Fuel Filters - Primary/Secondary - Inspect for damage, leaks, and proper operations. Clean primary filter screen.

Fuel Pressure - Operations check of gauge for correct pressure.

Air Induction and Exhaust System

Air Filter Service Indicator - Note reading. Inspect for proper operation. Reset indicator.

Air Filter – Inspect and clean as necessary. Notify Facility Engineer if replacement is recommended.

Air Inlet System - Inspect piping and air filter housing for damage, loose connections, and evidence of leaks. Clean air filter housing, Check housing seals and gaskets.

Turbocharger - Inspect for oil leakage or exhaust leakage. Check for unusual noises and proper operation.

Exhaust Manifold - Inspect for damage, loose or missing hardware, evidence of exhaust leakage. Inspect for oil slobbering. Notify Facility Engineer if load bank testing is recommended.

Exhaust System - Inspect silencer and piping for damage, corrosion, or leakage. Check rain cap. Check supports for vibration damage and loose connections.

Lube Oil System Oil Level - Inspect for correct oil level and contamination. Visually inspect unit for leaks.

Oil Pressure - Operational check of gauge for correct pressure. Operational and visual inspection of pre-lube pump.

Crankcase Breather - Inspect for proper operation. Check connections and inspect hose for deterioration. Note excessive blow-by.

Scheduled Oil Sample - Obtain live oil sample for analysis.

Starting System Batteries - Inspect for damage or leakage. Clean and tighten all battery cable connections.

Batteries - Specific Gravity - Check electrolyte level and specific gravity. Fill cells with distilled water as necessary.

Battery Charger - Inspect for proper operation, loose terminals, and deteriorated wiring.

Starting Motor - Inspect electrical connections and wiring. For air starters, inspect oil jar and feeder operation. Operational check of abnormal engagement and cranking noises.

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

Engine Monitors and Safety Controls Safety Controls - Inspect for proper operation, loose connections, and wiring deterioration. Check all safety controls for proper operation.

Remote Annunciators and Alarms - Inspect and test all panel and system alarms for proper operation.

Power Generator Slip Rings and Brushes - Remove and inspect brushes, clean slip rings. Adjust as necessary.

Space Heaters - Inspect for proper operation.

Control Panel Start Controls - Manual/Auto - Operational check for proper operation.

Voltmeter - Operational check for correct readings. Check voltage level, voltage gain, and voltage droop adjustment.

Ammeter - Operational check for correct readings while under load.

Frequency Meter - Operational check for correct readings. Load and no load readings if possible.

SERVICE LEVEL 2 (PM2):

Inspections performed every 12 months.

General Includes all Service Level 1 inspections and services.

Fuel System Fuel Filter - Replace. Inspect for proper sealing and operation.

Lube Oil System Oil and Filters - Change. Inspect all gaskets and seals. Cut open old filter for internal inspection.

S.O.S - Obtain live oil sample for analysis.

Crankcase Breather - inspect and clean.

Air Induction and Exhaust System Valve Adjustment - Check and adjust valves as necessary.

Valve Rotators - Operational inspection to ensure proper valve rotation.

Turbocharger - Inspect turbocharger for proper end play of rotating assembly. Check for oil leakage or unusual noises.

Engine Monitors and Safety Controls Gauge Accuracy - Check oil pressure, water temperature, and alternator gauges for accuracy. Notify Facility Engineer if defective instruments are found.

Generator Generator Rear Bearing - Lubricate.

Vibration Isolators - Check for proper adjustment and condition.

Control Panel Circuit Breakers - Inspect free movement.

Automatic Transfer Switch - Inspect.

Control Panel - Vacuum and clean.

Megohmmeter Test Megohmmeter Test - Test main stator, main rotor, exciter stator and exciter rotor. Record data.

Load Bank Test Load Bank Test - Test generator set with load banks for a minimum of one hour. Record data and note engine operating conditions.

SERVICE LEVEL 3 (PM3):

Inspections performed every 36 months.

General Includes all Service Level 1 and Service Level 2 inspections and services. Includes back-up generator capable of fully meeting electrical requirements of health facility.

Cooling System Coolant - Flush, drain, replace coolant and conditioner.

Thermostats - Replace.

Fan Belts - Replace.

Hoses - Replace cooling system hoses.

Starting System Batteries – Check and replace lead acid batteries, if present. Check and test NiCad batteries. Notify Facility Engineer if replacement is recommended.

Alternator Belt - Replace.

Load Bank Test Load Bank Test - Test generator set with load banks for a minimum of four hours. Record data and note engine operating conditions.