Attachment 1 - Statement of Work (1).pdf

STATEMENT OF WORK

FOR THE PREVENTIVE MAINTENANCE OF

FOUR DIESEL GENERATORS

May 2024 DT- Version 3.

I. GENERAL INFORMATION:

The United States Embassy in London requires professional services to perform preventive maintenance services on the facility’s low voltage standby generator systems.

II. PROJECT REQUIREMENTS:

The Contractor shall perform preventive maintenance as described in this STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown, and deterioration when units are activated/running.

DESCRIPTION OF EQUIPMENT (Name: Manufacturer / Model)

Generator no. 1: Caterpillar / C32 Generator no. 2: Caterpillar / C32 Generator no. 3: Caterpillar / C32 Generator no. 4: Caterpillar / C32

III. GENERAL REQUIREMENTS:

The Contractor shall provide the labor and materials required to carry out all preventive maintenance as outlined within. Embassy staff will make available to the Contractor the service manuals for the said Generators to be utilize on-site only. The Contractor shall confirm on-site manuals are complete, current and provide the Contracting Officer’s Representative (COR) a list of any missing or out of date manuals.

IV. SCOPE OF WORK - - GENERATOR PREVENTIVE MAINTENANCE

The Contractor shall provide all materials, supervision, labor, tools, and equipment to perform preventive maintenance to the Generators. All personnel working in the vicinity shall wear and /or use appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO). Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all

HAZMAT materials. Copies shall be provided to the COR for approval two weeks before the correspondent service visit is due.

The systems and components to be maintained include diesel generator, prime mover, alternator fuel, cooling ventilation, and lubrication systems, start and transfer systems, as well as control and monitoring systems. The equipment list provides details below:

1. The Contractor within 3 weeks of contract award, shall provide the COR with a list/full description of necessary parts and materials to ensure that the generators have 6 months’ worth of service parts and critical spares that are common to generator failures, on site.

2. Oil, fluids, filters and preventive maintenance parts shall be provided by the maintenance Contractor.

a. Only fluids which meet or exceed manufacturer’s specifications shall be used.

b. All fluids shall be delivered in bona fide sealed containers.

c. The maintenance Contractor shall be responsible for the disposal of all the materials replaced as part of these services. All the costs related to this disposal shall be allowed for in the Contractor’s offer.

3. The Contractor shall provide emergency assistance for generator support and include the hourly rate within the Contractor’s offer. The response time shall not exceed 24 hours. This response time applies to the 24 hours of the day and 365 days of the year.

4. Emergency is defined as any situation where the Contractor is contacted by the Embassy regarding the generators.

5. The Government shall provide load banks for generator testing.

If any discrepancies are found with the generator systems that are not covered under this scope of work, the Contractor shall provide the following:

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

3. A quotation for repair labor.

SAFETY & SPECIAL INSTRUCTIONS:

1. Use appropriate personal protective equipment (PPE) when performing works.

2. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against.

3. Follow site safety procedures in there entirety.

4. Schedule maintenance with operating personnel and relevant offices (security).

5. Follow approved lockout/tag out procedures.

6. Lockout and disconnect the main power before tightening the main supply lugs to avoid the hazard of electrical shock, which could result in serious personal injury or death.

7. Review and follow the manufacturer’s instructions.

8. Record findings and results in the equipment history log.

9. Remove lockout/tag out in accordance with appropriate procedures.

10. Report all incidents to COR and assist as requested in the investigation and corrective action.

At a minimum, the following work shall be completed:

Notes:

• Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service.

• A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure.

• Test and inspection reports shall be submitted to the COR within three days of completing the works.

• Laboratory report is required for all chemicals (oil, coolant, or fuel analysis) shall be submitted to the COR within 30 days from date of service.

Maintenance Interval Schedule

The purpose of this Statement of Work is to ensure the entire standby generator systems for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system.

The schedule below has been compiled by the Embassy and shall be read in conjunction with the manufacturer’s O&M for the generators.

The Contractor shall allow for FOUR (4) service visits per year and produce a detailed maintenance interval schedule with their proposal. The detailed maintenance interval schedule shall allow for 4 years, (1 year and 3 option years), of maintenance and take into consideration all the manufacturer’s maintenance instructions and the additional Embassy compiled instructions mentioned below.

All work to be undertaken during normal working hours (Monday to Friday, 8am to 5pm).

The embassy compiled schedule is as follows:

GENERATORS

A. Quarterly

1. Conduct the following checks (taken from the supplied O&M document for standby generator. See the O&M document for a more extensive description of each task)

• “Control Panel - Inspect/Test”

• “Coolant Level - Check”

• “Engine Oil Level - Check”

• “Generator Load - Check”

• “Power Factor - Check”

• “Walk-Around Inspection”

• “Alternator - Inspect”

• “Automatic Start/Stop - Inspect”

• “Battery Charger - Check”

• “Battery Electrolyte Level - Check”

• “Electrical Connections - Check”

• “Engine Air Cleaner Service Indicator - Inspect”

• “Fuel System Primary Filter/Water Separator - Drain”

• “Fuel Tank Water and Sediment - Drain”

• “Generator - Inspect”

• “Generator Bearing Temperature - Test/Record”

• “Generator Lead - Check”

• “Space Heater - Test”

• “Standby Generator Set Maintenance Recommendations”

• “Stator Winding Temperature - Test”

• “Voltage and Frequency - Check”

B. Semi-annual Schedule

1. Conduct visual inspection around generator.

• Check for evidence of leaks, damage, loose or missing hardware.

• Inspect engine and generator wiring harness for wear and damage.

• Inspect supports and spring isolators for soundness and stability.

• Inspect system for corrosion.

• Hoses and Clamps – Inspect and replace if needed.

• Belts – Inspect and adjust/replace if needed.

• Inspect all fuel, oil, and water piping for secure mounting and leaks.

• Inspect exhaust piping and muffler insulation.

• Check / service air cleaner.

2. Batteries.

• Battery charger – Inspect operation and clean.

• Battery electrolyte level and specific gravity – Check and adjust. Add distilled water as needed.

• Perform battery load test.

• Clean battery terminals and lugs (apply grease on terminal connections).

3. Fluids and Filters.

• Cooling System Coolant Level - Check and adjust.

• Coolant conditioner (DCA/SCA) / Antifreeze protection – Check and adjust to specs.

• Jacket Water Heater - Check proper operation.

• Water pump - Check

• Engine Oil Level - Check and add if needed.

• Fuel/water separators – Drain water.

• Engine Air Cleaner Service Indicator – Check, replace filter if needed.

4. Generator Room.

• Fuels – Inspect and treat fuel if required, check fuel level, drain water and sediment.

• Test fuel for degradation, water, and microbial contamination.

• Test autofill system, return to tank and alarms.

• Check tank vents & overflow piping for obstructions.

• Test alarms and or pumps in secondary containment.

Check hoses, piping, and connections [NOTE: Diesel fuel in day tanks stored under normal moderate environmental conditions should be useable for 12 months or more at 20°C (68°F) and 6-12 months at 30°C (85°F). Storage life is shortened by:

i. Water which permits the growth of fungus and bacteria.

ii. Exposure to temperatures greater than 30°C (85°F).

iii. Contact with zinc or copper.

iv. Poor original fuel quality.

v. Exposure to dirt and other contaminants.]

• Space Heater/Room exhaust fan - Check for proper operation.

• Air intake/exhaust – Ensure nothing obstructs airflow; louvers are free and operate properly.

5. Control Panel/generator cabinet.

• Open all cabinets; remove panel covers to clean/inspect.

• Clean dust and vacuum all the controls, meters, switching mechanism components, interior bus work, Remote Start control panel, Annunciator and connecting lugs. Inspect/Check bus work and supporting hardware for carbon tracking, cracks, corrosion, or any type of deterioration.

• Check all control wiring and power cables (especially wiring between or near hinged door) for sign of wear and deterioration.

• Check the cabinet interior for loose hardware – tighten connections.

• Electrical Connections - Check tightness

• Clean and remove dust from panels.

6. Run unit – No load.

• Run the generator with no load for 10 minutes.

• Remote Start Panel-Inspect and test operation. Inspect and clean.

• Check the generator for unusual conditions, such as: excessive vibration, leaks, smoke.

• Verify all gauges and indicators are normal and functioning properly.

• Check all indication lights, replace any defective bulbs.

• Check operation of safeties & alarms

7. Start unit and run under load for 1 hour.

• Unit should be run under facility load if COR authorizes to test and exercise entire system.

• If facility load is not permissible or is not a minimum of 50% of rated capacity or if wet stacking is prevalent, the unit shall be exercised with a load bank to a minimum 75% capacity for 2 hours.

[NOTE: Continual low or no-load running results in low pressures in the engine cylinders which do not allow the piston rings to seat resulting in oil entering the combustion chamber and exhaust tract. This is commonly referred to as “wet stacking” and can cause reduced capacity, equipment damage and premature failure.]

• Automatic Start/Stop – Inspect.

• Check louvers, shutters, and room exhaust fans for proper operation.

• Generator Set Vibration – Inspect.

• Read and record all gauges/meters.

• Record load readings – Voltage, amps, frequency, power factor.

• Check exhaust for excessive black or white smoke.

• Check turbocharger for vibrations or any abnormal noise during operation.

• Check generator bearing for noise and overheating.

• Check exhaust manifold, flexible exhaust, muffler, and piping for leaks and secure mountings.

• Check Crankcase breather/Blow By

• Check / service air cleaner.

8. Additional.

• Ensure system is left in proper position for automatic start and transfer.

• Clean generator and generator room. Wash radiator if necessary.

• Annotate date, hours and maintenance in Generator log, complete maintenance checklist and deficiency report and brief COR.

• Perform any additional maintenance tasks as recommended in the manufacture’s operation and maintenance manuals.

• Submit Service Inspection and Test Report to COR.

C. Annual Schedule or every 250hrs, whichever comes first:

1. Conduct semi- annual / monthly PM service.

2. Engine Air Cleaner Elements – Replace.

3. Engine Crankcase Breather – Clean.

4. Engine Oil Sample - Obtain and perform analysis. Submit report to COR.

5. Engine Oil and Filter(s) – Replace.

6. Annotate date and hours on all filters when replaced.

7. Fuel Filters and Water Separators – Replace.

a. To include filters to day tanks if applicable.

8. Obtain fuel sample at day tank and storage tank for analysis.

9. Radiator – Clean (follow manufacturer’s recommendation).

10. Intake louvers and ducts – Inspect/Clean (follow manufacturer’s recommendation).

Replace filters.

11. Cooling System Coolant Sample - Test

12. Cooling System Supplemental Coolant Additive (SCA) - Test/Add

13. Coolant filter – Change if applicable

14. Crankshaft Vibration Damper - Inspect

15. Engine Protective Devices - Check

16. Turbocharger – Inspect/Check

17. Clean and lubricate fuel pump linkages if applicable.

18. Fan bearing – Inspect/Grease.

19. Generator – Check for moisture, dust, oil, grease, and debris on main stator windings, exciter. Check commutator & slip rings, rotor & stator, bearings, bearing lubrication, voltage regulator. Measure & record resistance readings of windings with insulation tester (Megger). Clean as necessary.

20. Calibrate voltage-sensing relays/devices.

21. Check injector pump and injectors for flow rate pressure.

22. Clean / Test Aftercooler Core

23. Check Rotating Rectifier

24. Inspect Alternator

25. Inspect / Check Varistor

D. Additional maintenance required per manufacturers recommendations and service interval:

1. Generator bearing – Inspect/Grease as recommended by manufacturer’s maintenance schedule.

2. Engine Generator Batteries – Replace if 3 years old.

3. Cooling System Coolant – Flush system and replace per manufacturer’s maintenance schedule with coolant per manufacturers specifications.

• Every 3 years since last change. Every 6 years for Extended life coolant

When performing coolant change; replace engine thermostats.

Replace hoses if necessary.

4. Engine Valve Lash - Inspect/Adjust per manufacturer’s maintenance schedule.

• This may occur at 250hrs or up to 1500hrs depending upon manufacturer and model number.

• If this has not been done, Contractor needs to perform at first service.

• Many manufacturers and models require this to be done annually or according to a schedule based on run time. This needs to occur at first service if this has not been done and according to manufacturer’s requirements.

Approved: DT/SG

END OF STATEMENT OF WORK