B03_Atch_1_SOW_SJPR_Magnetic_Observatory_New_Solar_Backup_Power_Install.docx

Statement of Work San Juan Magnetic Observatory New Solar and Backup Power System Installation

Project Background

The US Geological Survey (USGS) maintains geomagnetic observatories throughout the United States. The observatory in San Jaun, Puerto Rico serves as one of the links in the U.S. Geological Survey’s network of seismic and magnetic observatories, and the data gathered at the site aids the program which provides alerts for local, regional, and national emergency services. The Observatory is comprised of 14 buildings. The buildings were constructed in 1964 on land formally belonging to the Henry Barracks Military Reservation.

This Statement of Objectives (SoO) concerns the procurement and construction of a solar photovoltaic backup power generation plus lithium-ion battery storage system as well as power conditioning to support the science, buildings and equipment located on the San Juan observatory site.

Project Location San Juan Magnetic Observatory Bo. Montellano Marginal St. KM 58.2 Calle Esperanza 7715 Cayey, PR 00736 USGS Points of Contact (POC)

1. Project Information The site currently contains a diesel backup generator. However, the generator has performed unreliably during extensive power outages. This is most likely due to the unconditioned power provided by the Puerto Rico Electric Power Authority. The project defined by this document is to construct a solar power plus lithium iron phosphate (LiFePO) battery storage backup power system (S+B-BPS) (Fig. 2 & 3) that shall serve as a backup power source in support of the fourteen (14) designated buildings on this facility to ensure continuation of the USGS data collection. The S+B-BPS shall be designed to switch over to power the designated buildings automatically if utility power fails. The generator shall still function as a secondary source of backup power in the event the BPS fails to provide enough power for the entire facility. In addition, a power conditioning system shall be installed to ensure that under- or over-voltage events are handled properly before reaching any of the buildings. The system’s BPS shall be installed at the site’s Office Building or Shop/Garage (Fig. 1).

This project shall be constructed under a single prime contract.

1.1. Site Electrical Utility Power Information

The electrical distribution system was upgraded circa 2005. Electricity is supplied by the Puerto Rico Electric Power Authority (PREPA) at the Government Secondary Metered Service (GSS) rate. Power enters to the west of the gate through a pole mounted hook switch and is fed underground to a PCB-free transformer and meter box located near the generator. The utility power supply is divided into two separately metered services: 100 amperes for the 911 Building (Fig. 1) which is leased out, and 200 amperes for the remaining USGS buildings. Both services are 120/240 volts, single phase.

2024 estimated average monthly use for the site is 5060 kWh.

2. Contractor Tasks:

(The term “Contractor” refers to the awarded project contractor) The primary objectives of the project are:

Contractor shall:

· Design and construct a solar power plus lithium-iron phosphate battery storage backup power system at the Office or Shop/Garage (Reference Fig. 2, 4a, 4b, 5a, 5b).

· Design and construct solar power photovoltaic (PV) panel array for placement on the suitable roof (Reference Figs. 4a, 4b, 5a, 5b). Ensure that selected roof is structurally capable for supporting the weight of the array.

· Install a power conditioning system to ensure that under- or over-voltage events are handled properly before reaching any of the buildings.

· Solely be responsible for verifying all utilities locations, facility/product dimensions and quantities. Any power usage or other quantities listed in this document are estimates only.

· Be responsible for securing any required permits from the state, county or local offices.

· Protect landscaping and adjacent areas from damage while the work is being executed. Monitor excavation activities for unknown archeological resources.

· Ensure the site is left clean and orderly at the end of each day.

· Ensure all work performed in a safe, professional manner according to accepted industry standards.

· Prepare and submit all required quality assurance reporting documentation in a timely manner.

· Accomplish all construction activities within the established construction time limits.

· Demobilize from the site. Remove all construction associated debris and equipment from the worksite. Rehabilitate all areas affected by the work to match existing conditions. Regrade and fill holes.

· Close Project. Complete all administrative requirements necessary to close project within 2 weeks of final acceptance of site work.

Contractor shall also be expected to accomplish the following objectives:

· Pre-proposal site visit

· Contact and coordinate with electric utility. Coordinate with USGS for the COR to review and approve any project scheduled activity that may interrupt service.

· Construct S+B-BPS battery storage and control panels within the interior of the USGS Office building.

· Construct solar PV panel system on the Office Building.

· Complete setup of S+B-BPS fault remote telecommunicated or internet communication system

· Provide training on use of S+B-BPS to USGS facility staff or representative.

2.1. Contractor Responsibilities:

· Personnel and Equipment:

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and services necessary to perform the work as defined in this SoO.

· Documentation:

The contractor shall be responsible for the documentation of all efforts to include architectural drawings, shop drawings, product submittals, licensing agreements, quality control documents, material testing results, permitting, and any other documentation associated with Section 3: Performance Objectives and Measures.

2.2. Work Location:

The work shall be performed at the San Juan Magnetic Observatory Calle Esperanza 7715 Cayey, PR 00736.

2.3. Scope of Work:

The Contractor shall design and execute the work in coordination with the USGS as described in related sections of this SoO.

· Materials Quality:

The USGS requires that commercial/industrial grade products with a service life of no less than 20 years be used for products that are not mentioned specifically by name.

· Codes and Standards:

The USGS requires that all work to be performed to all applicable codes and standards. These codes include but are not limited to:

· International Building Code (IBC)

· National Electric Code (NEC)

· International Fire Code (IFC)

· Structural Engineering Codes (ASCE)

· Aesthetic Quality:

The USGS requires that all work, including those elements that are typically hidden from normal view or inspection, be installed in a neat and workmanlike manner.

2.4. Period of Performance:

The period of performance shall be 45 days from issuance of a notice to proceed by the USGS Contracting Officer.

2.5. Required Plans and Submittals:

· Quality Control Plan (QCP):

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SoO. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which they assure themself that their work complies with the requirement of the contract.

· Quality Assurance Surveillance Plan (QASP):

The government shall evaluate the contractor’s performance under this contract in accordance with the QASP. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards shall be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

2.6. Recognized Holidays:

The contractor is not authorized to work at the site on Federal holidays unless specifically authorized in writing by the USGS Contracting Officer. Requests to work over a holiday must be received no less than 10 working days prior to the holiday.

2.7. Hours of Operation:

All work conducted on-site shall be coordinated through the COR and facility manager. A USGS SR contractor may also be onsite during certain times of the week. If assistance is needed, this contractor can be contacted. Note: SR contractors are acting under the authority of a USGS contract and are not allowed to authorize funding or contract changes without written authority of the USGS FM. All construction work shall occur between the hours of 7:00 AM and 6:00 PM. The Project Contractor shall not work Saturdays, Sundays, Federal holidays, or non-normal working hours, unless otherwise authorized, in writing, by the Contracting Officer.

For other than firm fixed price contracts, the contractor shall not be reimbursed when the government facility is closed for the above reasons. The Contractor must, at all times, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOO when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

2.8. Post Award Conference/Periodic Progress Meetings:

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officer Representative, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the contracting officer shall apprise the contractor of how the government views the contractor's performance and the contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

2.9. Construction Staging Area

The USGS FM shall designate temporary storage areas where the contractor can store or place materials and equipment for short-term storage in preparation for installation. There is no inside storage space available. Storage and security of materials and equipment as required for the performance of the contract is the responsibility of the Project Contractor. The Project Contractor shall be responsible for maintaining the cleanliness and safety of the temporary storage area.

2.10. Construction Schedule

As per Submittal Register

2.11. Contracting Officer Representative (COR):

The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions:

· Assure that the Contractor performs the technical requirements of the contract,

· Perform inspections necessary in connection with contract performance,

· Maintain written and oral communications with the Contractor concerning technical aspects of the contract,

· Issue written interpretations of technical requirements, including Government drawings, designs, specifications,

· Monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies,

· Coordinate availability of government furnished property and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

3. Performance Objectives and Measures

3.1. Confirm the Functional Requirements of the Work.

· Task Description:

The contractor shall be familiar with the requirements stated in this SoO and meet with the USGS FM and staff to gain a clear understanding of the design and functional requirements of work desired.

· Acceptable Quality Level:

The CO/FM shall organize and conduct a pre-construction meeting with the contractor and SR within two weeks of Contract Award. The objective of the meeting is to discuss and coordinate the Contractor’s proposed approach to accomplishing the work, establish clear lines of communication and authority, and confirm specific details of the timeline for completion. The Site Representative shall prepare and submit for review and correction a narrative summary or meeting minutes as a submittal. The summary is intended to be an internal document and is typically 2 to 5 written pages in length. The summary document need not contain sophisticated graphics or images.

3.2. Confirm Existing Conditions, and Provide Design/Product Submittals/Samples

· Task Description:

The contractor shall confirm existing site conditions and measurements including analysis of electrical power consumption. Shop drawings, material samples and product submittals related to the proposed work shall be prepared by the contractor and submitted to the COR. USGS approval shall be obtained prior to performing tasks related to each product submittal. Work shall be executed as described in the approved shop drawings and submittals.

· Acceptable Quality Level:

Any shop drawings of the proposed work shall be prepared by the contractor using an electronic drawing program such as AutoCAD or similar. Drawings shall be scaled and contain detail sufficient to communicate the intent of the designer and permit a thorough and detailed on-site inspection of the work by USGS COR or inspectors. Hand drawn sketches of the proposed work are not acceptable shop drawings and shall be rejected without review. Product submittals may be cut sheets but must clearly indicate the specific item to be used. Product submittals that do not indicate the specific item to be approved shall be rejected without review.

3.3. Protect Existing Resources from Damage

· Task Description:

When the site work begins, the contractor shall install protective material, barriers, and marking tape as necessary to ensure that the foundation, walkways, and landscape are reasonably protected from impact damage during the work.

· Acceptable Quality Level:

100% compliance

3.4. Demolition/Excavation and Disposal of Debris

· Task Description:

· Contractor shall alter the existing Office Building to access wiring or to install mounting boards for S+B-BPS panels as per this SoO.

· Contractor shall remove construction debris from the site regularly and disposed of off-site. The work site shall be cleaned of construction debris daily. All construction debris shall always remain within the immediate work area and prevented from scattering to adjacent areas. Containers full of waste shall be removed within 1 day of reaching capacity. All construction debris stored at the site overnight and on weekends shall be contained and protected from dispersal by wind. All construction debris shall be disposed of off-site at an approved waste disposal facility. The USGS encourages the contractor to seek out alternative uses for debris rather than landfill.

· Acceptable Quality Level:

100% compliance

3.5. Construct new S+B-BPS

· Task Description:

· Construction of a solar photo-voltaic backup power generation plus lithium-ion battery storage system and power conditioning system on and inside the Office building.

· Acceptable Quality Level:

· Contractor shall ensure that 100% of work is installed according to plans, drawings, and any product samples.

· Contractor shall ensure that the S+B-BPS provides sufficient power to operate the fourteen (14) designated buildings at full normal power usage for a minimum of 72 hours from the time the utility power fails.

· Contractor shall successfully provide power equivalent to utility power over a non-interrupted 72-hour period test of the S+B-BPS system.

· Contractor shall successfully complete a test of the power backup system where power transfers to the S+B-BPS within 10 seconds or less from the time when main utility power fails.

3.6. System fault and utility power failure notification system

· Task Description:

Complete installation, setup, and testing of telephone or internet-based notification system.

· Acceptable Quality Level:

100% compliance

3.7. Quality Control Report

· Task Description:

· Daily reports will be consolidated and reviewed by SR weekly.

· Project management submittals will be submitted and approved as indicated on the Transmittal Register. Product submittals will be approved in advance of performance of work to construct with product.

· Acceptable Quality Level:

· 90% of daily reports will be received complete and on time. 100% of pre-construction project management submittals will be received and approved prior to procurement and installation.

4. Demobilize

· Task Description:

· Remove all construction associated debris and equipment from the worksite.

· Repair any damage to adjacent structures and restore any damaged lawn areas affected by departure.

· Acceptable Quality Level:

100% compliance

5. Project Closure

· Task Description:

· Complete all administrative requirements needed to close the project within 3 weeks of final acceptance of site work.

· Acceptable Quality Level:

100% compliance Organization at the site:

1. Project Contractor shall coordinate with USGS FM on any required utility outages a minimum of 72 hours in advance. Any unforeseeable outages shall be reported to the FM within 4 hours of occurrence.

2. Project Contractor shall take all necessary precautions to prevent fires or injury to the public, building occupant(s), or damage to property during the performance of this contract.

3. Smoking shall not be permitted at the site. Any smoking related negligence resulting in damages to the site or its surrounding areas, to include any resulting litigation, shall become the sole responsibility of the project contractor.

4. Project Contractor shall furnish and install appropriate safety construction signs, caution tape and/or barricades around hazardous work areas to protect USGS employees, USGS contractors, and project contractor personnel.

5. Project Contractor shall thoroughly clean the work area at the end of each workday to ensure that any visitors or employees of the site are not exposed to any unsafe conditions. Any additional steps required to ensure safety during and after daily construction shall be the responsibility of the contractor.

a. All construction debris and rubbish removed from the site shall be disposed of properly according to local, State, and federal guidelines.

6. The Project Contractor shall be responsible, at all times, for the supervision and control of the employees that may be assigned to render services under the contract. Fully qualified work personnel shall be available for work at the project’s beginning and shall be maintained throughout the period of performance. At all times, the work under this contract shall be carried out in such a way that there is minimum interference with Government activities.

7. A gate code shall be assigned to the lead project contractor and shall be controlled by that contractor. Any damages caused by the uncontrolled use of this code shall be the sole responsibility of the awarded project contractor company, both in cost and litigation.

8. Any unusual activity or persons shall be brought to the attention of the site representatives and/or the FM.

9. Limited parking space is available on site. Project Contractor vehicles shall be limited to only those vehicles established and marked for contractor operations and supervisor use. No personal vehicles are permitted.

10. The USGS FM shall designate temporary storage areas where the contractor can store or place materials and equipment for short-term storage in preparation for installation. There is no inside storage space available. Storage and security of materials and equipment as required for the performance of the contract is the responsibility of the Project Contractor. The Project Contractor shall be responsible for maintaining the cleanliness and safety of the temporary storage area.

11. No ferrous equipment, materials, or supplies shall be introduced into or stored within the Exclusion Zone (Fig. 6). Any such items found inside the exclusion zone, which are the responsibility of the contractor, shall be removed from the zone immediately (This would include, with no cost to the government, having the contractor return to the site after hours to remove the materials). Any needed access to the exclusion zone shall be coordinated, through email, 24 hours in advance with USGS FM.

Exclusion Zone: Identifies a radial area where no ferrous (magnetic, wrought iron) materials are permitted. It is a requirement that anytime ferrous material is introduced into the zone, is controlled, and removed daily. Any materials found, post project, shall be removed by the contractor. Any costs incurred for removal of said materials, shall be the responsibility of the contractor and not transferred to the government.

12. The Project Contractor shall be responsible for making all arrangements for the receipt of materials and supplies at the job site. Government personnel are not permitted to receive or sign for items delivered to the site.

13. Upon completion of the contract, the Project Contractor shall remove all equipment and excess materials and shall restore the site to its original condition, as approved by the CO or FM. No additional cost to the government shall be incurred with site restoration.

Schedule

The Project Contractor shall (a) commence work under this contract once given the Notice to Proceed (NTP) by the CO, (b) prosecute the work diligently, and (c) complete the work no later than 45 business days from the NTP. The items needed to identify the completion of the project shall include final reclamation and cleanup of premises, punch list (PL) completion, Quality Assurance (QA) management and the final product acceptance (Release of Claims).

Pre- and Post-Construction Meetings

Construction meetings with the USGS FM, CO, and Project Contractor shall be held to discuss timelines, technical and contract questions, concerns regarding the project as a whole, and closeout punch-lists. The pre-construction meeting shall be held directly after the NTP is given. Post-construction meetings shall be held directly after construction is concluded. Dates and times shall be determined by all parties involved. Additional meetings shall be scheduled, as deemed necessary, by the contractor and/or USGS officials.

Quality Assurance

1. All materials and workmanship shall be subject to the inspection and approval of the USGS CO or FM. All work unsatisfactorily performed shall be promptly corrected and made acceptable to the Government at no extra cost.

2. The USGS SR and/or Facility Manager shall perform final inspection and acceptance (Punchlist) with the project contractor upon completion of job performance. Five percent of the projects’ cost shall be withheld until the punch list items are completed. Punchlist completion shall start from the date of the punch list closeout meeting.

3. Project contractor shall train USGS on the new system(s) to ensure continual maintenance.

4. Any instructions, specifications or warranties that shall be needed to manage/maintain the project’s final product shall be submitted to the USGS CO and FM before submittal of final payment.

Other Deliverables:

· Equipment Operation and Maintenance Manuals

· Certification of Owner Training

· Manufacturer Product Guarantee and Warranty

· Completed and signed Punch-list

· Final Release-of-Claims document

MATERIALS

The contractor shall furnish all supplies, materials, and equipment necessary for performance and completion of the work included in this contract unless otherwise specified. Materials and supplies to be used shall be locally and commercially available products of reputable manufacturers or suppliers and shall be of a quality that conform to applicable Federal specifications and standards and are acceptable to the designated USGS officials. Research shall be done to ensure that backup equipment, parts, and suppliers for the BPS and solar systems shall be available for future use.

SPECIFICATIONS

In any case of discrepancy in the specifications, the matter shall be immediately submitted to the CO, without whose decision said discrepancy shall not be adjusted by the Project Contractor, save only at their own risk and expense. Any changes affecting the scope of the work shall originate from and be approved by the CO in writing.

SCHEDULING CONTRACT WORK

The Project Contractor shall make necessary arrangements, in cooperation with the FM, to perform the work and shall arrange and schedule the work so that the minimum amount of interference with government activities shall result. A project schedule shall be submitted to the CO and FM prior to start of the project. The government reserves the right to change the schedule if need arises. Modifications to the project schedule shall be provided to the CO and FM no more than 24 hours after major project changes occur (e.g., Request for Information changes, Engineering Order changes, time delay changes).

CONDITIONS AFFECTING THE WORK

It shall be the responsibility of the Project Contractor to inspect the site, determine the quantity of work involved, compare the specifications with the work to be done, and inform themselves as to all conditions, including other work, if any, being performed. Failure to do so shall in no way relieve the successful contractor from the necessity of furnishing any materials or performing any work that may be required to carry out the contract in accordance with the true intent and meaning of the specifications without additional cost to the Government. Contractor is required to have a CURRENT contractor license issued by the government of Puerto Rico.

LICENSES-PERMITS

The Project Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses or permits and for complying with any Federal, State, and Municipal laws, codes, and regulations in connection with the execution of the work.

NOTICE TO THE GOVERNMENT OF DELAYS

In the event the Project Contractor encounters difficulty in meeting performance requirements, or when it anticipates difficulty in complying with the contract delivery schedule or date, or whenever the contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the contractor shall immediately notify the CO, in writing, giving pertinent details. These data shall be informational only in character. Notice under this provision shall not be construed as a waiver by the Government of any delivery schedule or date or any rights or remedies provided by law or under this contract.

INDEMNITY

The Project Contractor shall confine all work on Government premises to areas authorized or approved by the CO or FM. The Project Contractor shall save and keep harmless and indemnify the Government against any and all liability claims, and costs of whatsoever kind and nature of injury to or death of any person or persons and for loss or damage to any property (Government or otherwise) occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations, or performance of work in connection with this contract, resulting in whole or part from the negligent acts or omissions of the Project Contractor.

Figure 1: Site Layout

Figure 2: S+B-BPS System Layout

Figure 3: Example Solar Power and Grid Backup System

Figure 4a: Office Building, Possible site for S+B-BPS

Figure 4b: Shop/Garage Building, Possible site for S+B-BPS

Figure 5a: Office Building Proposed Location for BPS

Figure 5b: Shop/Garage Proposed Location for BPS

Figure 6: Exclusion Zone image1.png image2.png image3.png image4.png image5.png image6.png image7.png image8.png image9.png