Attachment U - GEND6AG23 SP - Scope of Work Emergency Generator Service.pdf

SPECIAL PROVISIONS CONTRACT NO. GEND6AG23

PROJECT DESCRIPTION 1 of 12

12-20-2017

PROJECT DESCRIPTION

This open-ended, on-call Contract provides for comprehensive and reliable preventative maintenance service, load bank testing, and emergency repair service for the emergency generators and associated equipment belonging to the Maryland State Highway Administration facilities located in Allegany, Garrett and Washington Counties.

This Contract is non-exclusive and does not include all work expected to be performed in the designated areas. Therefore, at times, other Contractors may be performing similar work that is not associated with this Contract.

SPECIFICATIONS

All work on this project shall conform to the Special Provisions of this Contract and the General

Conditions for Maintenance Contracts included in this Invitation for Bids.

In case of discrepancy between the Special Provisions and all other provisions contained in the

Contract, the Engineer will be the sole authority as to the proper procedure to follow.

EMPLOYMENT AGENCY

The Maryland Department of Labor, Licensing & Regulation (DLLR), Division of Employment &

Training, can be found on the Web at: http://www.dllr.state.md.us/county.

TERM OF CONTRACT

If monies remain in this Contract and if work remains to be performed beyond the aforesaid completion date, the Administration may extend, at their discretion, the completion date to allow the unfinished work to be completed.

If the Administration desires and authorizes an extension to the completion date, a change order will be issued. The criteria for the extension must comply with the guidelines established in the Board of Public Works Advisory No. 1995-1, 6th Revision, effective December 15, 2011. If this Contract is extended, the terms, conditions and covenants set forth herein shall remain in full force and effect.

The Administration reserves the right to terminate the Contract for any reason, including its own convenience, by giving prior written notice to the Contractor at least ten days before termination. This

Contract is not assignable without the written consent of the Administration. This Contract will not automatically renew.

SCOPE OF WORK

This Contract describes the minimum requirements for providing comprehensive and reliable preventative maintenance service, load bank testing, and emergency repair service for the http://www.dllr.state.md.us/county

PROJECT DESCRIPTION 2 of 12 emergency generators and all associated equipment at the specified locations. This Contract will establish bid prices for labor, materials, scheduled service visits, and load bank testing, as detailed in the Schedule of Prices. Quantities listed are estimated and are only given for the purpose of bid evaluation. They do not indicate the actual amount which will be spent, since such expenditures will depend upon requirements which develop during the contract period.

PLANNED SERVICE VISITS

The Contract provides for two planned on-site service visits per generator per year for the duration of the Contract. These service visits are divided into three types of Generator Service

Plans, which are detailed further in the Contract. The Service Plans are listed as bid items on the

Schedule of Prices for each type of plan, and the bid price listed by the Contractor shall be one uniform price per service based on the average cost of servicing the generators described elsewhere in this Contract. The expected schedule for the planned on-site service visits is as follows.

• Service Plan C shall be performed one time per generator during the term of the Contract, with this service scheduled immediately following the issuance of the Notice to Proceed to the Contractor.

• Service Plan B shall be performed two times per generator during the term of the Contract, with services scheduled at 12 months and 24 months following the issuance of the Notice to Proceed to the Contractor.

• Service Plan A shall be performed three times per generator during the term of the Contract, with services scheduled at 6 months, 18 months, and 30 months following the issuance of the Notice to Proceed to the Contractor.

The Contractor shall conduct a detailed inspection of each Generator and its Associated

Equipment and its components as recommended by the manufacturer, and shall perform preventive maintenance and testing as directed by the specifications in this section. All findings and documentation shall be delivered to the Engineer at the completion of each on-site service visit, and all Reports required in the specifications shall be delivered to the Engineer within ten business days from the date of the on-site service visit. Some work locations have unique systems in place and require additional servicing beyond the plans listed immediately below. Any unique service requirements will be included with the technical specifications located elsewhere in the Contract.

SERVICE PLAN A

The following items are the minimum requirements for service under Service Plan A.

A. Cooling System

1. Test coolant and submit a detailed Coolant Analysis Report with results of testing. The report must include, at a minimum, the glycol level, the acidity level, pH factors, sulfates, and total dissolved solids.

2. Check coolant level, and top-off with manufacturer-recommended coolant if low.

PROJECT DESCRIPTION 3 of 12

3. Bring to operational temperature and then record.

4. Check heat exchange or hot well and record temperature.

5. Check water heater to insure that it is operational and record temperature.

6. Inspect radiator, hoses, hose clamps, and coolant lines and connections for leaks. Tighten or replace as recommended by manufacturer.

7. Inspect air flow in air-cooled unit for obstructions. If air-cooled by fins, fans, or shrouds, clean the equipment.

8. Inspect fan and air intake.

9. Inspect water pump and belt tension. Adjust as recommended by the manufacturer.

B. Engine System

1. Test oil and submit a detailed Oil Analysis Report. The report must include a wear metal analysis detailing, at a minimum, the amounts in ppm of silicon, iron, chromium, copper, lead, and aluminum. The report must also include an oil contamination analysis detailing, at a minimum, any fuel dilution, water detection, glycol detection, soot, sulfur compounds, oxidation, nitration, particle count, and ISO code.

2. Check oil levels and maintain at proper level. Top off if necessary with manufacturer-recommended oil and note amount added.

3. Check engine heater to ensure proper operation

4. Record engine’s operating temperature and operational oil pressure.

5. Check oil filter.

6. Check all hoses and connections.

7. Check seals and gaskets for leaks repair or replace as needed and summit report as to what was done.

8. Check engine safety shutdown for proper operation.

9. Check all gauges and safety mechanisms.

10. Check all accessory drives.

C. Fuel System

1. Check fuel tank.

2. Check fuel filters.

3. Check fuel lines and system components for leaks, and repair or replace as recommended by the manufacturer.

4. Check gauges and safety mechanisms.

5. Check for any contaminants in the fuel.

6. Perform a stick test and determine levels of water and sludge (in inches).

7. Check operation of day tank if present.

D. Air Intake and Exhaust Systems

1. Drain condensation traps in system.

2. Check and maintain exhaust cap cover for proper operation.

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3. Check gasket and check for any loose connections.

4. Check air element and case ventilation element.

5. Inspect and maintain complete air intake system including louvers and shutters for proper operation while generator is operational in all modes.

6. Inspect entire exhaust system for leaks, cracks, rust, restrictions, or other damage, including damage to mounting hardware.

7. Visually inspect duct, louvers, and actuators for proper operation.

8. Visually inspect weatherproof enclosures.

9. Check air filters and clean or replaced as recommended by the manufacturer.

E. Battery System

1. Inspect batteries for specific gravity. Clean and tighten battery cable connections and correct as recommended by manufacturer or as necessary.

2. Where possible check electrolyte solution level and top off electrolyte solution if possible.

3. Load test battery to verify holding capacity and sufficient charge for emergency operation.

Record reading for each battery tested.

4. Cell test battery voltage while cranking engine.

5. Check battery charger to insure proper operation if so equipped. Make adjustments if charger is overcharging or undercharging. Provide report of battery condition. If no battery charger is present, make notation in report.

6. Inspect and maintain all ignition, electrical wiring, and relays for proper operation.

F. Miscellaneous Maintenance

1. Check governor (speed limiter) for proper setting and operation as per manufacturer recommendations. Adjust voltage and frequency as needed to meet manufacturer recommendations.

2. Grease or lubricate all fittings.

3. Visually inspect vibration isolators.

4. Visually check for worn or rubbing parts and components.

5. Lubricate all bearings and motors.

6. Inspect, clean, and adjust all controls and contact points.

7. Check all instruments for proper operation.

8. Inspect all couplings.

9. Inspect generator set mountings.

G. Transfer Switches

1. Conduct inspection of the transfer switch mechanism.

2. Clean the contacts and the cabinets. Tighten any loose contacts as necessary.

3. Inspect the controls and components for proper operation.

4. Simulate power failure and transfer load to emergency power.

5. Check operations, including time delay and scheduled cycling.

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6. Record the data.

7. Check shutdown cycle for time delay of 10 minutes before returning to normal condition, and check cool down cycle of another 10 minutes before generator actually shuts down.

H. Reports

1. The Contractor shall provide a written detailed report along with a “Maintenance Activity

Verification Worksheet” describing the work that was performed and recommendations for any corrective maintenance.

2. The Contractor shall provide a list of specific replacement parts used during servicing, including brand names, model numbers, and other relevant information.

3. The Contractor shall provide time and material estimates for recommended corrective actions.

4. Generator and transfer switch service reports, inspections, and maintenance service reports shall be sent via e-mail in PDF format or other acceptable format. Reports shall be sent within five business days of the on-site visit. This cost shall be included in the bid price by the Contractor.

SERVICE PLAN B

Service Plan B shall include all items listed under Service Plan A, as well as the following.

1. Replace air cleaner elements.

2. Replace oil.

3. Replace oil filter.

4. Ensure that service dates are written on all filters.

SERVICE PLAN C

Service Plan C shall include all items listed under Service Plan A and Service Plan B, as well as the following.

1. Replace coolant. Replace any manufacturer’s additives for coolant as necessary.

2. Replace coolant filter.

3. Replace fuel filters.

4. Replace belts and check for proper operation.

5. Replace all hoses (including fuel).

6. Ensure that service dates are written on all filters.

LOAD BANK TESTING

The Contract provides for one load bank test per generator every twelve (12) months for the duration of the Contract. A bid item has been established for the load bank tests in the Schedule of

Prices, and is priced on an average price per test per generator basis. The load bank tests will be

PROJECT DESCRIPTION 6 of 12 scheduled by the Engineer at the convenience of the Administration. The following items are the minimum service requirements for load bank testing.

1. Operate the system for a minimum time of two (2) hour, bringing the load up to at least eighty percent (80%) of its rated capacity.

2. Record the voltage, phase-to-phase, and phase-to-ground.

3. Record the amperage per phase.

4. Record the amperage in the system neutral

5. Ensure that all voltage and frequency deviations are within normal parameters for the generator system. Make a notation of any unusual or problematic values.

EMERGENCY REPAIR SERVICE

The Contractor shall be available for emergency repair service twenty-four hours a day, seven days a week basis for the full term of the Contract. The Contractor shall be available to service the unit within four hours of verbal or written notification on any day of the year without exception.

If the Contractor is able to service the unit within two hours of notification, then the Contractor will be paid from the time of the notification instead of the time of on-site arrival as an incentive for swift response. The Contractor shall furnish to the Engineer the names, addresses and phone numbers of two individuals in his firm who can be contacted by the Engineer at any time in the event of an emergency. The inability to respond within the required timeframe for emergency repairs will be considered a breach of contract, and the Administration may take legal action as deemed appropriate.

TECHNICAL SPECIFICATIONS

See the section labeled “TECHNICAL SPECIFICATIONS” elsewhere in the Contract for technical information regarding the emergency generator units, transfer switches, and all other associated equipment.

SERVICE CHECKLISTS

See the section labeled “SERVICE CHECKLISTS” elsewhere in the Contract for the service checklists to be used by the Contractor in the course of completing the planned services visits.

VENDOR QUALIFICATIONS

The Contractor shall have no less than five years of technical experience in providing maintenance service to emergency generators. The Contractor shall have no less than two Certified

Engine Mechanics with a minimum of three years of experience with diesel, natural gas, liquid propane, or gasoline generators, as necessitated by the fuel type of the generators being serviced.

Mechanics shall have certification from a recognized engineering/mechanical training school (e.g.

Caterpillar, Cummins, Detroit, Onan, Generac, Kohler).

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The Contractor shall have no less than five years of technical experience in providing maintenance service for automatic transfer switches. The Contractor shall have no less than one

Master Electrician with a minimum of three years of experience with emergency generators and automatic transfer switches. Electricians must be familiar with common transfer switch manufacturers (e.g. Kohler, ASCO, Zenith) and have experience with multiple voltage electrical systems.

The Contractor shall possess and maintain the ability to perform work at multiple sites simultaneously, and shall include but not be limited to all services described in this Contract.

All bidders shall submit three references with their bid to provide proof of experience maintaining emergency generators. Evidence of maintenance work submitted for the purpose of proving experience with emergency generators must have been performed within the past three years. References shall include the name, address, telephone number, contact person, equipment type, equipment size, and duration of service provided. References may be checked prior to the award of the Contract. Any negative responses received may result in disqualification of the bid.

The Contractor must be fully qualified to legally provide the services detailed in this Contract within the State of Maryland. All applicable Federal and State laws and regulations must be followed by all parties when performing work related to this Contract. This requirement includes, but is not limited to, the standards established by the MDE, EPA, UASCE, FCWA, MOSH, OSHA, NFPA, and other relevant governmental agencies. Proof of licensing and qualification shall be submitted prior to the award of the Contract.

SERVICE REQUIREMENTS

The Contractor shall furnish all labor, supervision, materials, parts, equipment, tools, transportation, and insurance necessary to ensure the satisfactory performance and efficient operation of the emergency generators and all associated systems, including but not limited to transfer switches, batteries, and controls, as deemed relevant by the Administration. The

Contractor shall inspect and provide service to all system equipment in accordance with the manufacturer’s recommendations and the procedures stated in the Contract.

The Contractor shall provide any essential operational instructions for the generators and associated equipment to the Administration at the time of the on-site inspection/service at no additional cost.

The Administration estimates that most of the work will require one service technician. The

Contractor may assign a qualified helper or apprentice for assistance with more complex service work, but only if the additional personnel are preapproved by the Engineer in advance of on-site arrival.

PROJECT DESCRIPTION 8 of 12

At the request of either party to this Contract and prior to the initiation of work, a conference may be held for the purpose of identifying and clarifying the specific methods and materials to be employed.

WORK SCHEDULING

No work shall be initiated under this agreement until a specific contract has been executed. No minimum number of hours shall be paid per show-up on-site under this Contract except as specifically noted under the Emergency Repair Service section. The Administration will pay only for work performed.

Except for emergency service and load bank testing, all work shall be performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday. No work shall be performed on

Saturdays, Sundays, or Legal State Holidays without prior approval by the Engineer.

Travel time to and from the job site is considered incidental to the other pay items and no additional compensation will be allowed. The Contractor shall sign-in and sign-out at the administrative office of the facility when reporting for work and when leaving. When signing out, the Contractor must present a “Maintenance Activity Verification Worksheet” detailing the work performed that day. This document will become part of the Administration’s records and will be used when verifying payment. The Contractor will not be paid if there is no written record of sign-in and sign-out times.

LABOR

Bid items have been established in the Schedule of Prices for Certified Mechanic Labor, Licensed Electrician Labor, and Helper/Apprentice Labor and will be paid for at the bid price per unit of measure for the bid item. Each type of labor has been listed for both normal business hours and overtime/emergency hours. All items must be quoted in the Schedule of Prices, and a blank entry may result in the rejection of a bid. The listed labor items will be used, but not limited to use, in the following circumstances:

• The Certified Mechanic items will be used for service calls not covered by the Service Plan items, or as directed by the Engineer.

• The Licensed Master Electrician items will be used for service calls not covered by the

Service Plan items, or as directed by the Engineer.

• The Helper/Apprentice Labor items will be used for service calls not covered by the Service

Plan items, but must be preapproved by the Engineer prior to starting work on-site each time these items are used.

PARTS & MATERIALS

A bid item has been established in the Schedule of Prices for the payment of parts and materials approved by the Engineer for use in this Contract. The value of this item shall not be altered in any

PROJECT DESCRIPTION 9 of 12 way by the Contractor, but shall be included in the total bid. The value of this item is estimated and may or may not be used in its entirety. This item shall only be used when required parts and materials fall outside the scope of the Service Plans detailed elsewhere in the Contract. Purchases made under this item shall be invoiced by the Contractor at cost. Payments will not be made for any parts or materials without the proper documentation attached to the Contractor’s original invoice. A copy of the Contractor’s source invoice(s) for all parts and materials used for emergency repair/services must accompany his invoice in order to be reimbursed. The Contractor shall notify the Engineer prior to proceeding with any work or the ordering of any material which costs in excess of three hundred dollars ($300.00). The Administration reserves the right to purchase this material directly.

The Contractor shall include a separate detailed list of the specific replacement parts and materials used in the course of the Service Plans for the purpose of Administration recordkeeping.

This list shall include, for each individual part, the following minimum information: brand name, type, model or catalog number, relevant size and dimensions, and any additional information that would help identify the specific part used during service. This list shall be submitted with the

Contractor’s invoice for payment.

Parts furnished by the Contractor shall be the latest improved models in current production, as offered for commercial trade, and shall be of quality material. All materials shall be new and never before used in any other capacity. The furnishing of original equipment manufacturer (OEM) parts is recommended, but a substitute can be used if it is approved as equal by the Engineer.

Manufacturers’ warranties shall apply to new parts and materials provided. The Contractor shall provide the Administration with all manufacturers' warranty documents upon completion of installation and prior to leaving the job site.

MATERIALS MARK-UP PERCENTAGE

In addition, the Contractor will be allowed the percentage of the actual cost of materials, tax, and applicable transportation costs, established by the bid item for “MATERIALS MARK-UP

PERCENTAGE” The bid price for this item shall not exceed a maximum of 0.10 ($0.10). IF THE

CONTRACTOR’S BID FOR MATERIALS MARK-UP PERCENTAGE EXCEEDS THIS

MAXIMUM, THE BID WILL BE CONSIDERED NON-RESPONSIVE AND THE

CONTRACTOR’S BID WILL BE REJECTED.

The Contractor shall invoice the Administration for all cost of the consumable materials and supplies, tools, repair and replacement parts included within the scope of the contract.

EQUIPMENT

The Contractor shall maintain an adequate stock of industry-standard supplies, parts, and tools necessary for performing comprehensive preventive maintenance, routine repairs, and emergency repairs on the generators and their associated systems at all times. The Contractor shall also furnish and maintain work vehicle(s) equipped with an adequate stock of industry-standard supplies, parts, PROJECT DESCRIPTION 10 of 12 and tools necessary for performing comprehensive preventative maintenance, routine repairs, and emergency repairs on the generators and their associated systems while engaged in said performance.

Service vehicles shall be equipped with all tools, ladders, equipment, and routine materials needed to fulfill the terms of this Contract. No pay item has been established for these vehicles and their cost is considered incidental to all other bid items. All tools and test equipment shall also be considered incidental to all other bid items.

SUPERVISION

The Contractor shall assign to the Contract, as his agent, competent supervision capable of communicating in English, and capable of reading and thoroughly understanding the Contract

Documents.

PREAPPROVAL OF WORK

Any work performed outside the Scope of Work described in this Contract, including emergency work, will not be paid if not preapproved by the Engineer.

The Administration reserves the right to limit the number of persons performing the work as required. The Administration may, at its discretion, limit any personnel from performing service, require temporary or permanent removal of the employee from work being performed, or require additional training of personnel at no cost to the Administration.

No Subcontractor shall be permitted to work under the Contract without the written approval of the Engineer. Any subcontracted work must be preapproved by the Engineer and shall be invoiced at cost. A copy of the Subcontractor’s invoice shall be provided to the Administration for recordkeeping purposes.

ACCEPTANCE OF WORK

The Contractor shall guarantee all work included in the Contract against any defects in workmanship, and shall satisfactorily correct, at no cost to the Administration, any such defect that may become apparent within a period of one calendar year after completion of work. The warranty period shall commence upon the date of acceptance by the Administration.

The Engineer or his representative will inspect all work performed and be the final judge in determining if the work has been performed correctly and completely. All unsatisfactory findings shall have corrective actions made within a forty-eight hour period. All temporary repairs shall be corrected within ten business days following the initial work.

STEWARDSHIP

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The Contractor shall, at all times, leave the work area clean and free of materials, debris, and

Contractor's equipment, to the satisfaction of the Engineer. The Contractor shall be responsible for the removal and disposal of all debris and defective materials caused by performance of the work, and shall do so in strict accordance with all applicable regulations, codes, laws, and ordinances.

BOND, INSURANCE, TAX

Bond premiums, property damage, liability and workmen’s compensation insurance premium, unemployment insurance contributions, social security, supervision, and other costs for which no specific allowance is herein provided will not be measured for payment, but cost thereof will be included in the Contract prices bid on the several pay items set up in this Contract.

The Contractor must be covered by a sufficient amount of liability insurance. The Contractor shall provide this Administration with proof of liability insurance and coverage before the Contract is awarded. The limit of liability shall be no less than $1,000,000 per occurrence, and no less than

$2,000,000 aggregate.

METHOD OF PAYMENT

The Contractor shall submit a detailed invoice for each on-site visit to the responsible Engineer.

The invoice shall indicate the contract number, the billing number, the date of performance, and the quantities of each item provided. The invoice shall be sent within five business days of each on-site visit to the following address.

Assistant District Engineer - Maintenance

State Highway Administration

1251 Vocke Road

La Vale Md. 21502

The Federal Tax Identification Number assigned to the Contractor shall be identified on the front of each invoice. Each invoice shall be labeled as "Generator Service Visit".

Pursuant to Article 17-106 of the State Finance and Procurement Article of the Annotated Code of Maryland (1988 Edition), and in compliance with the previously-mentioned requirements, the following “INVOICE COVER SHEET” shall be submitted with all invoices and signed by the

Contractor. Copies of all Maintenance Activity Verification Worksheets shall also be included.

Failure to do so will result in non-payment.

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INVOICE COVER SHEET

CONTRACT NO.: GEND6AG20

DESCRIPTION: Preventative Maintenance, Load Bank Testing, and Emergency Repair

Service for Emergency Generators in Allegany, Garrett and Washington

Counties

CONTRACTOR:

CONTRACTOR ADDRESS:

FEDERAL TAX IDENTIFICATION #:

CONTRACTOR'S PHONE #:______________ CONTRACTOR'S EMAIL:

LOCATION OF SERVICES:

TYPE OF SERVICE: _______________ DATE OF SERVICE:

INVOICE NO.: _____________

DATE: ______________

AMOUNT:

DATE OF ORIGINAL AGREEMENT:

CONTRACT EXPIRATION DATE:

The undersigned Contractor does certify it has made payments from proceeds of prior payments, to Labor and Material men/women, including lessors of equipment and subcontractors, all as required by Section 17-106 of the State Finance and Procurement

Article of the Annotated Code of Maryland (1988 Edition) and that it shall make like and timely payments from the proceeds of this payment as statutorily so required.

Signature

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