EPSS_DRAFT_SOW.pdf

Department of Health and Human Services National Institutes of Health Office of Research Facilities

Division of Design and Construction Management

RFP ID No. TBD

STATEMENT OF WORK

NIH Emergency Power Supply System (EPSS) Inspections, Preventative Maintenance, Emergency Repairs and Testing

Background:

The National Institutes of Health (NIH), a part of the U.S. Department of Health and Human Services, is the nation’s biomedical research agency – making important discoveries that improve health and save lives. NIH is made up of 27 institutes and centers, each with a specific research agenda. A critical component of supporting these endeavors is continuous power to the facilities in which these functions are performed.

Outside of utilization of conventional utilities services, the NIH has vast fleet of Standby generators and associated fuel systems in place ensuring no disruptions to power occur.

Location of work:

Work under this contract will be performed at any of the following NIH facilities:

• NIH Main Campus, Bethesda, Maryland (306 acres, 60 building, over 5.5 million square feet of space).

• NIH Animal Center, Poolesville, Maryland (500 acres, 188,000 square feet of space), thirty miles one-way from NIH Main Campus.

• NIH Main Campus, Bethesda, Maryland, building 11, Central Utility Plant

• Rental facilities in Bethesda and Rockville, Maryland, five miles one-way from NIH

Main Campus.

• Various locations in Washington D.C., ten miles one-way from NIH Main Campus

(Reference Attachment 1 – Generators , Fuel Tanks, and Locations)

Project Scope:

The Contractor shall provide all the qualified personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items of a non-personal service necessary to perform Inspections, Preventative Maintenance, Testing, and Emergency Repairs of NIH’s EPSS Generators and Fuel Tanks in accordance with this Statement of Work and the cited standards cited within. To include environmental remediation of issues violating applicable federal, state, and local environmental laws and regulations.

Period of Performance & Working Hours:

1. The Period of Performance for these services will be as follows:

Base: November 1st, 2019 – November 1st, 2020 Option 1*: November 1st, 2020 – November 1st, 2021 Option 2*: November 1st, 2021 – November 1st, 2022

Option 3*: November 1st, 2022 – November 1st, 2023 Option 4*: November 1st, 2023 – November 1st, 2024

2. All Inspection, Preventative Maintenance, and Testing shall be conducted during normal business hours, or time agreed to within the contract. Work outside of these hours is allowable with proper coordination and approval by the COR.

3. General repairs shall be performed during normal business hours to the maximum extent practicable. Additional time needed outside of these hours shall be brought to the CORs attention unless previously agreed to.

4. Emergency Repairs as defined in this contract can be called for on a 24/7 basis by the COR. The contractor must be able to respond to these calls within 2 hours at any of the locations covered in this contract.

Project Requirements:

1. Weekly Maintenance and Inspections:

Inspect emergency generators weekly [NFPA 110(10), Sec. 8.4.1]. At a minimum, this weekly inspection should include a check of the following:

A. Follow equipment manufacturer maintenance requirements and checks.

B. Fuel (check main and day tank fuel supply levels; day tank float switch; piping, hoses and connectors; operating fuel pressure; and for any obstructions to tank vents and overflow piping

C. Lubrication system (check for proper oil level and oil operating pressure; lube oil heater)

D. Cooling system (check coolant level, water pump(s), jacket water heater, belts, hoses, fan)

E. Exhaust system (check drain condensate trap and for possible leakage) F. Battery system [look for possible corrosion; check specific gravity, electrolyte level and battery charger – maintenance-free batteries require routine visual inspection and maintenance in accordance with manufacturer’s instructions]

G. Electrical system (conduct a general inspection of wiring and connections; check circuit breakers/fuses)

H. Prime Mover/Generator (Check for debris, foreign objects, loose or broken fittings;

check guards and components; look for any unusual condition of vibration, leakage, noise, temperature or deterioration

I. Follow NFPA 110 for operation and maintenance requirements

2. Monthly Maintenance and Inspections:

Inspect emergency generators monthly [NFPA 110(10), Sec. 8.4.1]. At a minimum, this monthly inspection should include a check of the following:

A. Follow equipment manufacturer’s recommended maintenance procedure and instruction B. The weekly maintenance checks shall be performed in conjunction with this monthly maintenance C. Notify central call desk and the fire department prior to start and at the completion of work D. Follow lock out/tag out procedures at all times E. Facility maintenance personnel shall be in attendance during the monthly generator operation.

F. Generator sets are required to be exercised at least once monthly, for a minimum of

30 minutes G. The monthly test is required to be initiated by simulating a power outage using the test switch(es) on the automatic transfer switch(es) or by opening a normal breaker H. Load tests must include complete cold starts I. Record all inspections, service, tests, exercising, operation, and repairs to the emergency generator in an equipment log book kept at the equipment. This record shall include the date of maintenance, identification of service personnel, and notation of any unsatisfactory condition and the corrective action taken, including parts replaced.

J. Documentation of the monthly testing of your emergency generator(s) should, at a minimum, include the following information:

1. Identification of generator tested (e.g. Generator #1)

2. Date generator was installed/placed in service

3. Generator standby nameplate rating in kW

4. 30% of generator standby nameplate rating in kW

5. Fuel type (e.g. diesel, gasoline, etc.)

6. Normal operating temperature

7. Date of test

8. Signature or initials of person performing the test

9. Identification of ATS(s) used to initiate the test

10. ATS transfer time (0 to 10 seconds)

11. Time delay for cooldown (minimum 5 minutes required)

12. Elapsed run time (support with hour meter “start” and “stop” times

13. Oil pressure during test

14. Operating temperature during test

15. Engine exhaust temperature during test, if applicable

16. kw (load under test)

17. Identification of unsatisfactory conditions and corrective action taken

(including parts replaced) K. Follow NFPA 110 for operation and maintenance requirements.

3. Unique Maintenance and Testing for Bldgs. 10 and 11(List the Unique

Requirements differentiating these buildings.)

4. Quarterly Testing:

5. Annual Test:

6. Emergency Repairs (We will have to clearly define this in order to prevent over utilization):

7. Environmental Remediation for issues related to EPSS systems (List Applicable codes and regulations that must be adhered to.):

Provided by NIH:

1. Access to NIH facilities for contractor personnel and vehicles.

2. A site-visit date and time is to be determined during the solicitation phase.

3. Contact information for all critical personnel.

Security Requirements:

1. While on NIH property, all contractor personnel must comply with the rules, regulations, and procedures governing the conduct of personnel at a Government facility.

2. Prior to the commencement of any work under this contract, approval to commence work must be received from the COR.

Interference in The Performance of The Requirement:

The following provisions must be adhered to by contractor personnel throughout the duration of this contract:

1. Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility; e.g. utility services, servicing of fire protection systems, and the passage of facility patients/personnel, etc.

2. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

3. Contractor personnel must inform the COR of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling must be made by the COR.

Contractor Responsibilities:

1. The Contractor must be responsible for ensuring all provided personnel are properly licensed to operate a motor vehicle if operating a motor vehicle on NIH properties.

2. If there is a need for work to be performed beyond the scope of this contract. The contractor is required to provide a written cost estimate for any work or materials beyond the scope of this contract. The contractor shall not perform any work or make any purchases beyond the scope without approval from the Contracting Officer.

3.All work shall be performed Monday through Friday during Administrative Hours Only (7:00 AM- 4:30 PM). No work shall be conducted on Federal Holidays and/or Weekends. Any work performed outside these hours must be coordinated and approved by the COR.

4.Contractors shall utilize appropriate Personal Protective Equipment as needed to properly and safely perform the requirements of this contract.

5. The Contractor shall be responsible for cleaning the work site and any other parts of the equipment subject to dirt/dust impacted by the Contractor’s performance of work. All job sites shall be clean and free of debris on completion of work and/or at the end of each day work is in progress.

List of SOW attachments:

Attachment #1: Applicable Regulations and Standards

Attachment #2: Deliverables by requirement and date

Attachment #3: List of Equipment by Location and Make

Attachment #4: Reports and Logs

Key Government Personnel:

A. Contracting Officer Jessica Miller Branch Chief, Yellow Branch Office of Acquisition Office of Research Facilities National Institutes of Health Jessica.miller@nih.gov

(301) 827-3119

B. Contracting Specialist John Russell Contracting Specialist, Yellow Branch Office of Acquisition Office of Research Facilities National Institutes of Health John.Russell3@nih.gov

(301) 402-3851 mailto:Jessica.miller@nih.gov mailto:Jessica.miller@nih.gov mailto:John.Russell3@nih.gov mailto:John.Russell3@nih.gov