Attachment 1 - SOW Generator Monitoring.doc

36C24720Q1130

36C24720Q1130

EMERGENCY GENERATOR Preventive Maintenance

STATEMENT OF WORK (SOW)

CARL VINSON VA Medical center, dublin, georgia

A. WORK STATEMENT

1. Requirements: This preventive maintenance inspection and servicing (PMI&S) contract covers inspection and servicing of twelve (12) emergency generator units that serve Carl Vinson VA Medical Center (VAMC). The contractor is required to perform MI&S on a semi-annual basis to each unit. Each described unit shall require Service Level I semi-annually, and Service Level II annually as set forth in the PMI&S contract.

2. The PMI&S contract shall meet or exceed the respective bi-annual requirements for emergency generators specified in NFPA 110, Chapter 6, Routine Maintenance & Operational Testing, Table A-6-3 for Level 1 and Level 2 PMI&S.

3. Vendor shall provide all necessary labor, tools, equipment, and materials that are necessary to perform the scope of work required in accordance with the Carl Vinson VAMC Memorandum, “Vendor Control for Equipment Maintenance”.

4. The service contract will cover one (1) base year and four (4) twelve (12) month option years.

i. Base:

9/30/2020 – 9/29/2021

ii. Option 1:

9/30/2021 – 9/29/2022

iii. Option 2:

9/30/2022 – 9/29/2023

iv. Option 3:

9/30/2023 – 9/29/2024

v. Option 4:

9/30/2024 – 9/29/2025

B.

PMI&S SCOPE OF WORK AND MAINTENANCE RECORD

1. Scope includes nine (9) categories for Level I and Level II emergency generators PMI&S. These are listed on Table 1 respectively and are to be accomplished as applicable.

2. Lubricants and coolant added or lost in accomplishing the line items required, as well as filters, and gaskets required to be replaced, shall be included in the scope of the PMI&S work.

3. Scope of work does not include total antifreeze changes, valve/injector adjustments, injector cleaning, or V-belt and hoses replacement when found to be defective. Vendor service representative is responsible for reporting optional services type discrepancies discovered during or immediately following the completion of the PMI&S work. Optional service requirements will normally be expected to be accomplished before category 9 testing can be accomplished on the generator assembly with a defect or problem.

4. Vendor representative shall provide Carl Vinson VAMC Engineering Service with a Maintenance Record that shows Service Levels I and II-line items for various checks and monitoring requirements. The maintenance record shall show any problems or defective parts found during the equipment PMI&S that are outside of the scope of the maintenance contract.

C.

PARTS/MATERIALS FURNISHED/INSTALLED/REPAIRED/REMOVED BY THE

VENDOR:

1. The contractor shall furnish the lubricants, coolant, cleaning supplies as necessary to perform the scope of the PMI&S contract. All items shall be in compliance with the equipment manufactures recommendations. Contractor is responsible for furnishing Carl Vinson VAMC with Material Safety Data Sheets (MSDS) for lubricants, coolants, solvents, etc. that Carl Vinson VAMC employees may come in contact with during other maintenance or testing outside the scope of the contract.

2. Parts furnished by contractor within or outside the scope of this contract, shall meet or exceed the equipment manufacturer’s original installation(s) or replacement recommendations.

3. Parts and materials removed from generator assemblies in conjunction with PMI&S or optional services shall be removed from the Carl Vinson VAMC premises by the contractor. Fuel system, cooling system, or lubrication system fluids shall be removed from the Carl Vinson VAMC premises and disposed of by the contractor.

4. The contractor is responsible for disposal of used fluids (C.3) in accordance with Environmental Protection Agency (EPA), federal, and State of Georgia regulations.

D.

EXECUTION AND QUALITY ASSURANCE

1. The vendor’s service representative shall report to Engineering and sign in before servicing the equipment. The location is building 29. Work activity is to be accomplished during the hours of 8:00 a.m. and 4:30 p.m., Monday through Friday. Federal holidays are excluded unless approved by the Carl Vinson Engineering Service Line Manager. At the time of sign-in, the vendor shall be provided with a statement of Vendor Control Requirements (Attachment A). Whenever possible, a Carl Vinson Engineering technician or tradesman employee shall accompany the service engineer to monitor the contractors work activity.

2. Contractor must notify Carl Vinson VAMC Engineering Service (or M&R alternate) 24 hours in advance of the intention to perform a scheduled semi-annual or annual level I or II PMI&S to the generators.

3. The Carl Vinson VAMC Engineering Service is responsible for providing a technical representative to monitor and coordinate PMI&S work for quality assurance purposes. Completed Scope of Work & Maintenance Records for each generator assembly must be approved and signed by the Carl Vinson Engineering technical representative before the work will be considered completed.

4. Upon completion of the PMI&S, the vendor’s service representative shall sign out through Engineering and provide a copy of the service report. This shall indicate the following:

a) Date of service

b) Action taken

c) Parts replaced d) Labor hours e) Travel time f) P.O. Number g) Equipment serviced (description, VA#, SN, location, etc.)

h) Repair requirements/costs that will be outside of the contract

E.

GENERATOR ASSEMBLY TESTING REQUIREMENTS

1. LOAD BANK TESTING:

a) After performing the PMI&S, each generator unit shall be load bank tested utilizing a step loading process. An external load bank unit shall be provided by the vendor to lead each unit. The step loading process is expected to take four (4) hours per unit to accomplish as each unit is brought up to 25% of the nameplate rating for 60 minutes, followed by 50% of the nameplate rating for 60 minutes, followed by 75% of the nameplate rating for 60 minutes, followed by 100% nameplate rating for 60 minutes, for a total of four (4) continuous hours.

b) The vendor will measure the exhaust gas temperature at each exhaust gas outlet on the exhaust manifold. Before this test is started, the minimum exhaust gas temperature for each engine shall be obtained from the manufacturer. The equipment used to measure the exhaust gas temperature shall be calibrated within the last year and documentation of calibration shall be provided by the vendor.

c) The vendor has the option to schedule PMI&S work with the associated load bank testing requirement for each unit on a staggered basis. This is in accordance with the requirement for the vendor to visit Carl Vinson VAMC semi-annually and annually. The vendor has the requirement to notify Carl Vinson VAMC Engineering in advance, as to which generator units will be scheduled for this requirement on the same dates during a calendar year.

2. FULL/ACTUAL LOAD TESTING:

a) Authorization to run a generator must be received in advance from a designated Carl Vinson Engineering Service M&R supervisor or electrician for units located near buildings 2, 4, 5, 27, and 82. The authorization to run generators located at building 27 or the portable generator must be received from the Carl Vinson Utility Section supervisor or duty Utility System operator in charge.

b) The contractor representative should be prepared to expect some delay before a generator unit(s) can be run under actual load. This is due to a Carl Vinson VAMC requirement to notify respective hospital services affected in advance of a need to transfer from normal electrical power to emergency power for any given period of time.

F.

PMI&S WORK ACTIVITY COMPLETION AT THE SITE

1. Upon completion of the work performed by the contractor service representative, the work sites shall be left in a clean condition free of debris or materials used during the course of the work activity. The service representative is also responsible for parking his/her service vehicle in areas designated by Carl Vinson Engineering Service representative.

Note: Any requirement established between the vendor and Carl Vinson VAMC to perform a complete external cleaning of a generator unit shall be treated as an optional service. A purchase order will be issued to the vendor accordingly.

G.

OPTIONAL SERVICES

1. Valve train adjustment, injector adjustment, injector flush/cleaning, belt and hose changing, and complete antifreeze changes are considered options outside of the scope of this PMI&S contract. Vendor has the responsibility to notify Carl Vinson VAMC in advance of manufactures suggested recommended service intervals. If for example, a manufacturer recommends a valve adjustment at 3 year or 500-hour intervals, then the contractor is responsible for notification accordingly.

2. Optional services shall be treated the same as recommended major repair requirements. Written justification from the service representative shall cause Carl Vinson VAMC to initiate a separate purchase order for accomplishment of the requirement.

H.

EMERGENCY GENERATORS

CARL VINSON VA MEDICAL CENTER, DUBLIN, GEORGIA, TABLE 1, PREVENTIVE MAINTENANCE INSPECTION AND SERVICING

LEVEL I AND LEVEL II SCOPE OF WORK

1.

FUEL SYSTEM

I

II

Main tank fuel level-check

Day tank fuel level-check

Transfer pump check and test

Tank vents and overflow piping unobstruction check

I

Fuel piping, day tank to engine-check and inspect

Flexible fuel lines and connections-check and test

Solenoid valve operation-check and test

Day tank float switch/manual pump-lubricate

2.

LUBRICATION SYSTEM

Oil level-check/add if necessary (limit 1 gallon)

Oil leakage-inspect and advise

Lube oil heater-check

Engine oil-change

Engine oil filter/gaskets-change

3.

COOLING SYSTEM

Coolant level-check/add if necessary (limit 1 gallon)

Antifreeze protection level-check and test

Coolant additive for diesel engines (DCA)-check and test

Adequate fresh air to radiator/cooling water to heat exchanger

Water pump-check and inspect

Hoses and connections-check and inspect

Jacket water heater and switches-check and inspect

Air louvers, motor and controls-check and test

Radiator and radiator cap-check and inspect

Water leakage-inspect and advise

Belts-check and inspect/adjust if necessary

Water filters-change

4.

EXHAUST SYSTEM

Flexible exhaust connector-check

Insulation-inspect

Overall system for leakage-check and inspect

* 5.

BATTERY SYSTEM

Electrolyte level-check

Terminals clean, tight and coated-check and inspect

Load test battery set

Battery charger-check and inspect

Battery charger-adjustment (volts ______, amperage _____)

6.

ELECTRICAL SYSTEM

I

II

Wire chafing where subject to movement-check and inspect

I

Transfer switch wiring- check and inspect

Control panel indicator lights-check and inspect

I

Transfer switch indicator lights-check

Engine safety shutdown-inspect and test:

_____ High water temperature _____ to shut down

Low oil pressure

_____ Overspeed

_____ Cycle crank

_____ Low water temperature

_____ Prealarms

Remove annunciator-operational check

7.

PRIME MOVER

General inspection

Governor oil level/linkage-check and inspect

Governor operation-check speed setting

Governor oil-change

Air filter-inspect, clean, advise

8.

SPARK IGNITED ENGINE CHECKLIST

Wiring-check and inspect

Choke carburetor setting-checking and inspect

Governor operation-check speed setting

Ignition system-check, inspect, advise condition of distributor cap, rotor, spark plug wires

Ignition system-replace and change plugs, points and condenser

Ignition timing-check/set

Air filter-replace

9.

GENERATOR

Generator wiring-check and inspect

Rear bearing-inspect/lubricate

Overspeed switch-lubricate

* VA Medical Center requires the service representative to remove the generators housing covers in lieu of an adequate number of inspection covers that can be removed for visual inspection.

10.

TESTING

Test run unit-actual full connected load (get authorization from

Engineering Representative)

Voltage and frequency-check and adjust

Record test values:

ENGINE READINGS:

Oil Pressure

Water temperature

Engine alternator _____ voltage/amperage

GENERATOR READINGS: (NL=No Load L=With Load)

Voltage

NL _____

L _____

Frequency

NL _____

L _____

Amperage

TRANSFER OPERATION-CUSTOMER AUTHORIZED ACTUAL LOAD

Time delay engine start

Time delay normal to emergency

Time delay emergency to normal

Time delay cool down

Exercisor clock-day _____ time _____

Restore system to automatic operation

Report to customer the results/outcome

LOCATION ______________

MAKE/MODEL ______________________

SN _____________________________

HOURS ON EPS ___________

SERICE DATE/TIME _________________

ADDITIONAL/OPTIONAL WORK REQUIREMENTS NOTED/REQUIRED:

Service Technician Signature: _______________________________________________

VA Engineering Service Representative Signature: ______________________________* *

* * Table 1 data to be retained for QA/JCAHO reporting and to be used in support of the computer printout with line items relative to equipment PM inspections due that month.

11.

PERFORMANCE REQUIREMENTS:

PERFORMANCE: All work will be performed by competent technicians, experienced and qualified to work on listed equipment. Contractor must provide documentation on all test equipment used to check and calibrate the listed equipment.

PARTS: Contractor shall provide all necessary parts to restore/ repair Government. Vehicle to operating use.

12.

CONTRACT PERFORMANCE MONITORING:

The government reserves the right to monitor services in accordance with Performance Requirements.

13.

SECURITY:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies.

INVOICES: All invoices should be submitted in arrears and must contain the appropriate purchase order number.

Vendor Electronic Invoice Submission Methods

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network (Formerly OB10), to transition vendors from paper to electronic invoice submission. Please go to this website http://www.tungsten-network.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org).

Vendor e-Invoice Set-Up Information:

Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below:

· OB10 e-Invoice Setup Information: 1-877-489-6135

· OB10 e-Invoice email: VA.Registration@ob10.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov