Attach 1 SOW Statement of Work IITF_SFRS_Generators PM.pdf

US Department of Agriculture (USDA)

Statement of Work

August 27, 2025

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Deliverables / Schedule

5.0 Contractor’s Key Personnel

Attachment

Project IITF &SRS Generators Preventive Maintenance General Information

1.0 Scope of Work

Monthly and annual scheduled preventive maintenance, including annual load bank test for three (3) generators located at the International Institute of Tropical Forestry (IITF) at the Jardin Botanico Sur in San Juan, Puerto Rico, and one (1) generator located at the Sabana Field Research Station (SFRS), Road 983, Int. 988, Km 6.5, Luquillo, P.R. The contractor will perform 11 monthly inspections and services. Additionally, the generator requires one annual inspection, service, and a load bank test. All waste materials shall become the property of the contractor and be removed from Government premises.

The contractor shall provide all personnel, equipment, tools, supervision, and other items and services necessary to deliver the manufacturer's recommended preventative maintenance.

2.0 Background

The contractor will perform 11 monthly inspections and services. Also, one annual inspection, service and load bank test to the generator. All waste materials shall become the property of the contractor and be removed from Government premises.

Contractor Requirements

3.0 Technical Requirements / Tasks

Preventive maintenance services shall be performed during the following days-hours: Monday through Friday 8:00 a.m.

– 3:00 p.m. excluding federal government holidays.

Federal Holidays

1.New Year’s Day – January 1ˢᵗ 2.Three Kings Day- January 6 ᵗʰ 2.Martin Luther King Junior’s Birthday – Third Monday in January 3.President’s Day – Third Monday in February 4.Memorial Day – Last Monday in May 5.Juneteenth – June 19ᵗʰ 6.Independence Day – July 4ᵗʰ 7.Labor Day – First Monday in September 8.Columbus Day – Second Monday in October 9.Veteran’s Day – November 11ᵗʰ 10.Thanksgiving Day – Fourth Thursday in November 11.Christmas Day- December 25ᵗ

Prior to performing the service, the contractor shall contact the Contracting Officer Representative (COR) to set up the date/time of the Service. On an agreed upon date, the service technician shall report to the COR or Government Technical Monitor (GTM) to be signed in and directed to the location of the generator. Upon completion of the maintenance service the technician shall provide a service ticket to the COR or GTM. All service tickets shall be signed by the COR or GTM. Service tickets and invoices must include the Serial # of the unit serviced.

3.1.1 Monthly Work Items:

The contractor shall conduct a walk-around visual inspection and report any rust, damage to the exterior, loose railings, and others parts and components in accordance with manufactures’ recommendations and industries standards, to the Forest Service Contracting Officer Representative or Government Technical Monitor. The contractor will clean and load test batteries. Battery replacement will require additional cost. The contractor will inspect fan belts, adjust and grease the fan drive, check all fluid levels, and top off if necessary. The contractor will inspect the following: operation of the jacket water heater, control/engine wiring, and transfer switch. The contractor will check the operation of the battery charger and the quality of the order. Also, the contractor shall perform a voltage check, oil level check, coolant level check and check and run the engine. Under this contract the contractor is responsible for clearing up and verifying all the faults in the generator’s display. The oil changes will be performed in accordance with manufacturers’ recommendations/specifications and industries standards. The contractor will also provide detailed inspection documentation once services are completed.

3.1.2 Annual Work Items:

The contractor will conduct a walk-around visual inspection, check and record all fluid levels, and clean, fill, and load test batteries. The contractor will check the operation of the jacket water heater and battery charger. The contractor will inspect the control panel wiring, inspect the fan belt, and adjust it if necessary. Additionally, they will inspect the transfer at the switch. The contractor will start the unit and verify proper frequency and voltage, as well as test the operation of alarms and shutdowns. The contractor will pull the engine oil samples for analysis, replace oil and oil filters (The oil changes will be performed in accordance to manufactures’ recommendations/specifications and industries standards ), replace antifreeze as needed at an additional cost, replace fuel and air filters, lubricate the fan drive and generator bearing, clean the transfer switch, check wire connections, and clean the control panel. The contractor will submit a detailed evaluation report next to the load bank and conduct a 2-hour test under normal load. The annual service and inspection will be done at the end of April, and the annual report will be submitted thereafter.

4.0 Deliverables / Schedule

4.1. MAINTENANCE.

4.1.1. Routine Maintenance. The contractor shall provide maintenance by normal commercial practices and as required and/or recommended by the make/model of the generator (in accordance to manufactures’ recommendations and industries standards). The contractor shall commence maintenance after notification from the Contracting Officer (CO).

Downtime of the generator will be kept to an absolute minimum. The contractor must notify the COR or the designated representative of all projected downtime and estimated time for repair. The contractor shall prepare and submit a written report within two business days after maintenance is completed. The report shall include the date and time of the service call, the maintenance performed, and the name of the technician performing the maintenance.

4.1.2 Emergency Calls. The contractor shall respond to emergency repair calls within 24 hours after notification during regular business hours. The contractor shall prepare and submit a written report within two business days after the emergency repair. The report shall include the date and time of the service call, the repairs performed, and the name of the technician performing the repairs.

4.1.3 Repairs. If, during routine maintenance, it is discovered repairs are needed, the contractor will notify the COR or designated representative of required repairs, and the associated cost of repairs not covered in the basic service contract. No work is to be done to address the repair without authorization from the CO. The Government reserves the right to pursue repairs through any procurement means available and/or required by Federal regulation.

4.1.4 Submittals. The following submittals must be provided for review and approval prior to beginning work. Any subsequent changes to the approved submittals must be resubmitted for review and approval a minimum of five (5) workdays prior to the planned implementation of the change.

Personnel List. The Contractor shall furnish the CO with a complete list of the name, address, and date of birth of each employee engaged in the performance of this contract. The Government may require additional information to establish the identity and legal employment status of each employee having access to Government buildings or facilities.

Maintenance Plan. The Contractor shall implement and maintain a documented maintenance plan, including a preventative maintenance checklist, that identifies all routines.

The maintenance plan and checklist shall serve as the basis for the written report to be provided upon completion of each maintenance cycle.

The Contractor shall also maintain a comprehensive list of all maintenance and repair activities, along with dates that each service was recommended, if and when it was completed, and any information relevant to future maintenance conditions and repair of the generator.

Following is the information on the four (4) generators that will be serviced:

IITF:

Library generator with transfer switch (stand by)

Make Model Perkins HibriDtech Power Solution, S#HDTPKSTG060035441J Engine Model Perkins 1104D-E44TG1 Fuel Type Diesel- 250 gals approximately KW Output Kw output- 60 Kw Voltage 120/208: 225AMP; 120/240: 250 AMP

Multiple buildings with transfer switch (stand by)

Make Model Cummins, S# C070039347 Engine Model Cummins 9SL9-G2 Fuel Type Diesel/850 gals approximately KW Output Kw Output-150Kw Voltage 120/208V

HQ Building with transfer switch (stand by)

Make Model John Deere, S# PE4045N004743 Engine Model John Deere 4045HF285 Fuel Type Diesel/ 150 gals approximately KW Output 150 KW Voltage 120/240 V

Sabana Field Research Station:

Station generator with transfer switch (stand by)

Make Model Cummins -DSGAC-8467865 Engine Model Cummins -Q5B7-GSNR3 Fuel Type Diesel/ 300 approximately KW Output 125 KW Voltage 120/208 V

Key Deliverables

Item No.

Deliverable Objective Due

1 Monthly inspection & preventive maintenance Service and provide report for Three (3) Generators at

IITF

Provide maintenance for three generators and provide a report

Monthly until the contract expires at time of service & attached to the invoice

2 Monthly inspection & preventive maintenance Service, and provide a report for One (1) Generator at

SFRS

Provide maintenance for three generators, and provide a report

Monthly until the contract expires at time of service & attached to the invoice

3 Annual inspection, service ticket/report & load bank test service /report for Three (3) Generators at IITF

1 time annual inspect, service and load bank test.

Yearly until the contract expires at time of service & attached to the invoice

4 Annual inspection, service ticket/report & load bank test service /report for One (1) Generator at SFRS

1 time annual inspect, service and load bank test.

Yearly until the contract expires at time of service & attached to the invoice

Emergency Calls Respond to emergency repair calls and provide a report of repair findings

Within 24 hours after notification

5.0 Contractor’s Key Personnel

Generator technician. Contractor shall provide a trained and authorized technician to perform preventive maintenance in accordance with all applicable Generators Manufacturers Specifications.

Attachment None.