A04_SOW_Emergency Backup Generator Maintenance Contract 1232SA26Q1401.docx

United States Department of Agriculture Agricultural Research Service

STATEMENT OF WORK

EMERGENCY BACKUP GENERATOR MAINTENANCE CONTRACT

DANIEL K. INOUYE PACIFIC BASIN AGRICULTURAL RESEARCH CENTER

64 NOWELO STEET, HILO, HI, 96720

Date: 06/04/2026

STATEMENT OF WORK

1.0 CONTRACT PROJECT:

0. Project Number: TBD

0. Project Title: Emergency Backup Generator Maintenance Contract

2.0 PROJECT CONTACT PERSONS:

a. CONTRACTING OFFICER (CO):

Lynn Hults

USDA-ARS-PWA

Email: lynn.hults@usda.gov Tel. No.: 912-464-9723

3.0 PROJECT DESCRIPTION:

This contract provides annual (1 year with 4 option years) preventative maintenance, inspection, testing, and repair services for the facility’s emergency standby generator system. The objective is to ensure the generator remains safe, reliable operating condition and capable of providing uninterrupted backup power during utility outages or emergency events. Services shall include eleven (11) scheduled inspections and one (1) service, total of twelve (12) annual visits per year. Inspections include operational testing, preventative maintenance, troubleshooting, and corrective repairs as required to maintain manufacturer- recommended performance standard and system reliability.

4.0 PROJECT REQUIREMENTS:

1. The purpose of this contract is to provide all labor, materials, tools, equipment, and transportation necessary to perform preventative maintenance, inspection, test and repair services for the facility’s emergency standby generator system. The contractor shall ensure the generator and associated components remain fully operational and capable of providing reliable emergency power in accordance with manufacturer specifications and applicable industry standards.

1. The contractor shall perform all work in accordance with manufacturer’s published operation and maintenance manuals, applicable OSHA regulations, and NFPA 110 requirements.

1. All replacement parts shall be genuine CAT Authorized parts

1. Do not disturb hazardous materials and report conditions immediately to the Location Monitor regarding potentially hazardous conditions that are uncovered. Stop working in the area of questionable material or condition until identification and direction is provided.

1. Access the site between 7:30 am and 4:00 pm Monday through Friday excluding federal holidays. Contractor staff must sign-in on the first day of arrival and then sign-out on the final day of the project, upon completion.

4.1 Background & Site Description:

a. USDA-ARS Daniel K. Inouye Pacific Basin Agricultural Center requires a five (5) year contract maintenance agreement of one (1) base year and four (4) option years to provide monthly maintenance and repair to a 2006 Caterpillar emergency backup generator. Generator is used to provide emergency backup power to operate critical dedicated circuits in the event of commercial power loss.

b. Generator Information

i. Brand: Caterpillar

ii. Year: 2006

iii. Engine Model: C18

iv. Product Identification Number CAT00000CSTD00161

v. Serial Number: PDH00167

4.2 Bid Schedule:

Provide all labor, equipment and materials to perform this Statement of Work and Schedule of Items.

a. Refer to 7.0 Figure 1 for Example of Schedule

4.3 Description of Work:

b. Annual Service (1 per year)

i. The Contractor shall perform one (1) annual preventative maintenance service in accordance with the generator manufacturer’s recommendations and applicable industry standards. At minimum, the annual service shall include:

ii. Perform load bank testing and document results

iii. Replace engine oil and oil filter

iv. Replace fuel filter

v. Replace air filters

vi. Inspect and service cooling system

vii. Collect and analyze oil, fuel, and coolant samples

viii. Inspect battery condition, charger operation, and electrical connections

ix. Inspect belts, hoses, clamps, exhaust system, and fuel system components

x. Verify proper operation of all safety shutdowns, alarms, and controls

xi. Perform operational testing and document all readings

xii. Document and report work completed, findings of any deficiencies and results of oil, fuel and coolant samples to Location Monitor.

c. Quarterly Maintenance Inspections (4 per year)

i. The Contractor shall perform four (4) quarterly maintenance inspections annually. At minimum, each quarter inspections shall include:

ii. Conduct a visual inspection of the generator, enclosure, and associated equipment

iii. Exercise generator under load or simulated load conditions, as recommended by manufacturer

iv. Verify automatic start and shutdown operations

v. Verify automatic transfer switch operation

vi. Inspect engine oil, coolant, and fuel levels

vii. Inspect battery condition and charger operation

viii. Inspect belts, hoses, siring, and electrical connections

ix. Check fuel, oil, coolant, and exhaust leaks

x. Record operating hours, voltage frequency, oil pressure, coolant temperature and battery voltage

xi. Inspect air intake and exhaust systems

xii. Document and report work completed, findings of any deficiencies and provide recommendations for corrective actions to Location Monitor

d. Monthly Maintenance Inspections (7)

i. The contractor shall perform seven (7) monthly maintenance inspections annually. At a minimum, each monthly inspection shall include:

ii. Verify generator is in automatic mode and ready for operation

iii. Check engine oil, coolant, and fuel levels

iv. Inspect battery condition and charger operation

v. Inspect for leaks, corrosion, excessive vibration, abnormal conditions

vi. Verify panel status and alarm indicators

vii. Inspect air intake and exhaust systems for damage

viii. Record operating hours and system status

ix. Conduct a brief operational run test, if recommended by the manufacturer

x. Document and report work completed, findings of any deficiencies and provide recommendations for corrective actions to Location Monitor

4.4 Government Furnished Equipment\Services

1. Government will furnish a reasonable amount of electricity and water for the project.

5.0 GENERAL REQUIREMENTS:

5.1 Permits: Where governing regulations and imposed codes and standards require notices, permits, licenses, inspections, tests, and similar items or actions in order to lawfully proceed with the required work, the Contractor shall obtain items and take those actions in accordance with the regulations of the governing authority. The costs of such permits, licenses, inspections, etc., are the obligation of the Contractor.

5.2 Existing Installations / Demolition: Contractor shall modify existing installations as needed to accommodate the new installation. Contractor shall coordinate modification of existing installations with Government. All disturbances of existing systems shall be thoroughly coordinated with the Government to prevent disturbances that might jeopardize on-going operations and research. Government reserves the right to retain any equipment / materials removed as part of the scope of work. Contractor shall coordinate any equipment / materials to be retained with Government prior to starting demolition operations. Contractor shall legally dispose all any materials removed that will not be retained.

5.3 Installation: It shall be the responsibility of the Contractor to complete work in accordance with Federal, State, and Local Code Standards. Additional procedures and materials may be required than is indicated herein. If any item specified herein conflicts with the applicable codes and recommendations, the Contractor shall bring it to the attention of the Contracting Officer Representative for immediate resolution.

5.4 Submittals: Provide manufacturer’s descriptive literature/shop drawings for all materials to the Location Monitor for review. The descriptive literature shall be annotated/ highlighted to show its conformance with contract requirements. Submittals are required for new materials and will be stamped and/or signed by the general contractor prior to submission to the Government. Contractor is responsible for any costs incurred for equipment ordered without prior approval.

5.5 Quality Control: The work performed under this contract shall be subject to continuous audit by the Location Monitor. Quality control is the exclusive responsibility of the Contractor. The Contractor shall retain and pay for the services of an independent inspector or testing laboratory to perform all tests expressly required by this contract.

5.6 Protection of Work and Property/Safety Requirements:

1. Contractor shall furnish a Site Specific Safety Plan (SSSP) or Accident Prevention Plan (APP) ten days after contract award. SSSP / APP shall be approved by the Government before construction work commences.

1. The Contractor shall protect the work, the site, and all existing property and structures within the limits of the construction activities or that may be affected thereby until acceptance of the work. Any damage to property shall be repaired at the Contractor’s expense, to pre-damaged condition to the satisfaction of the Location Monitor.

1. Safety and health matters, as they relate to the work, are the exclusive responsibility of the Contractor. The Contractor shall furnish, erect, and maintain barricades, warning lights, signs, guards, or take other precautions as may be required by law or local authorities of the protection and security.

1. Contractor is responsible for verifying location of any underground utilities and is responsible for any damage caused to such utilities.

5.7 Temporary Facilities:

1. Temporary utilities (water and electricity) may be furnished to the Contractor by the Government, if so requested. The Contractor shall maintain and protect all such utilities during the course of construction and shall repair or replace any items damaged through its own negligence.

1. Should the Contractor require any power or utility shutdowns during construction, the Contractor shall obtain approval for such shutdown from the Location Monitor fourteen (14) calendar days prior to the need.

5.8 Materials and Equipment:

1. The material and equipment to be furnished under these contract documents shall be the standard products of manufacturers regularly engaged in the production of such materials and equipment and shall be the manufacturer’s latest standard design.

1. All materials and equipment to be incorporated in the work shall be handled and stored by the manufacturer, fabricator, supplies and Contractor before during and after shipment in a manner to prevent any injury, theft or damage of any kind to the materials and equipment. All materials and equipment furnished by the Contractor shall be subject to inspection and approval by the CO/Location Monitor.

1. Government will not furnish any labor or equipment to unload or move materials or supplies.

5.9 Cleanup:

The site shall be kept clean and free of debris at all times. Restore areas disturbed as nearly as possible to the original appearance and condition. Upon completion of the project, and prior to final inspection, the Contractor shall remove from the premises all unused material, trash, and debris resulting from the work to the satisfaction of the Location Monitor.

5.10 Warranty:

1. Submit data concerning the standard one-year warranty for workmanship, including the warranty periods (dates), and warranty contacts with names, addresses and telephone numbers.

5.11 Final Payment/Contract Closeout: The following documents are REQUIRED PRIOR TO FINAL PAYMENT (other documents may also be required):

1. General contractor’s minimum one (1) year warranty on work.

1. Operation and Maintenance Data

1. Release of liens

1. Final Invoice

6.0 Project Schedule:

The Contract time for this project is 90 calendar days from Notice to Proceed.

7.0 Figure:

8.0 Photos:

Photo 1

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