17._Attachment_A_-_Performance_Work_Statement.docx

Attachment A Performance Work Statement: Oil Testing and Analysis Services (Western-Wide)

DE-SOL-0008741

DE-SOL-0008741 Page 1 of 9

WESTERN AREA POWER ADMINISTRATION

PERFORMANCE WORK STATEMENT

OIL TESTING & ANALYSIS SERVICES (WESTERN-WIDE)

1. GENERAL

1.1 Scope

Western Area Power Administration (Western) requires a contractor to perform oil testing and analysis services for power transformers and oil circuit breakers, as described further in this Performance Work Statement (PWS). All testing shall be accomplished in accordance with the standards established by the American Society for Testing and Materials (ASTM).

The objective of this contract is for the Contractor to accomplish accurate and timely analysis, and submit accurate and timely analysis data and reports as described herein.

1.2 Background

Western, part of the U.S. Department of Energy (DOE), is a Federal power marketing administration that markets and delivers reliable, cost-based hydroelectric power and related services within a 15-state region. Western is divided into four regions including numerous substations that require the services described in this PWS. The regions are: Upper Great Plains Region (UGP), Sierra Nevada Region (SNR), Desert Southwest (DSW), and Rocky Mountain Region (RMR) as well as the Colorado River Storage Project (CRSP) office in Salt Lake City, UT. Western’s mission includes maintenance and operation of the high-voltage transmission system including 80 substations and over 5,400 miles of high-voltage power transmission lines that deliver power from CRSP-MC and over 19 power plants to its wholesale customers.

The required services are a key component of Western’s Asset Management Program. Performing oil tests helps determine the reliability, health, and lifecycle of Western’s critical assets including transformers and circuit breakers.

1.3 Location

Services shall be performed at the Contractor’s facility(ies).

1.4 Government Personnel

The Contracting Officer is the individual executing this contract on behalf of the Government and is responsible for the overall administration of the contract. He/she is the only person authorized to make any changes in the prices, terms or other conditions of the contract.

The Contracting Officer’s Representative (COR) is responsible for giving the Contractor any special technical instructions or guidance necessary to ensure contract execution. The COR has no authority to alter the terms of conditions of the contract.

The regional Technical Representatives/Points of Contact (TR/POC) may also give the Contractor special technical direction/guidance necessary to complete the work; however, they have no authority to alter the terms and/or conditions of the contract.

1.5 Contractor Personnel

The Contractor shall provide a staff of fully qualified chemists and technicians capable of performing and certifying the oil test results, as required by this PWS.

1.6 Compliance with Regulations

In performing the work required by this Contract, the Contractor shall comply with all applicable Federal, State and local laws and regulations.

The Contractor shall comply with the latest effective standards promulgated by the Department of Labor, Occupational Safety and Health Administration, Safety and Health Standards, 29 CFR 1910 and 29 CFR 1925.

1.7 Materials

The contractor shall provide all materials and supplies to perform the required services, including all oil sampling kits. Western’s personnel are currently familiar with the use of 50 milliliter glass syringes with a 3-way valve and plastic quart bottle for collection. Also, see paragraph 2.5 below for the procedures and requirements regarding supplying materials.

2. QUALITY CONTROL AND QUALITY ASSURANCE

The Contractor shall perform all services hereunder in compliance with accepted industry standards, guidelines, and practices.

2.1 The Contractor is responsible for quality control and shall utilize its own internal quality control processes in the performance of this contract. The contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the Government’s performance standards outlined in the Performance Requirements Summary (PRS) section of this PWS.

2.2 Performance Standards. See PWS Exhibit 1. The PRS is a listing of significant performance objectives with associated performance standards that will be monitored and inspected by Government personnel. Each performance objective represents a critical function as identified by the Government at the time of contract award. The performance standard represents the minimum acceptable level of Contractor performance. The performance objectives and standards represent only the critical components of this Contract, and do not excuse the Contractor from performance of other responsibilities identified in the PWS. All services described in this PWS are subject to inspection/surveillance by the Government.

2.3 Government Surveillance of Contractor Performance. In order to supplement the Contractor’s QCP, Western personnel will verify contractor compliance with essential performance requirements. The Government may use various methods to perform surveillance of Contractor performance, including customer input, random sampling, periodic inspection, contractor reporting, etc.

2.4 Contract Discrepancy Report (CDR). A CDR (PWS Exhibit 2) will be initiated by the CO or COR if, at any time during the performance, the results of Western’s surveillance show the number of observations of unacceptable performance during the period exceeds the threshold specified in the PRS, and the CO/COR determines that the unacceptable performance was not caused by the Government. Instructions for completing the CDR are as follows:

2.4.1 The COR completes Blocks l through 6 and sends the form to the CO. Block 6 must include the PRS number corresponding to the discrepancy, the threshold of that PRS item, the number of discrepancies documented, and the PWS paragraph reference describing the Government’s expectations for that PRS item.

2.4.2 The CO evaluates the CDR, and if appropriate, signs it and sends it to the Contractor with a cover letter requesting a response within a specified number of days.

2.4.3 The Contractor must complete Blocks 7 through 10 and return the CDR to the CO within the specified time period on the cover letter.

2.4.4 Upon receipt of the Contractor’s response, the CO, in consultation with the COR, will evaluate the Contractor’s response and take appropriate action. The CO will document the evaluation in Block 11 and action taken in Block 12.

2.4.5 In most cases, the preferred action is re-performance by the Contractor at no additional cost to the Government. If deduction from payment is the appropriate action, the COR and CO will calculate the payment deduction based on the performance period in which the discrepancy occurred. The deduction is taken from the Contractor’s payment as close as possible to the month in which the discrepancy occurred, but not necessarily the same month. The Government should not withhold payment of an invoice while calculating the deduction.

2.4.6 The COR will complete Blocks 13a and 13b. The CO signs the CDR in Block 13c. These signatures indicate concurrence with the actions taken.

2.4.7 In the event the CO determines that issuance of a CDR is not appropriate; the CO shall document the contract file indicating

3. SCOPE OF SERVICES

3.1 General

Testing shall be performed in accordance with ASTM D-3612-02 Standards as referenced on the bid schedule.

Contractor shall perform the oil testing as specified by each Order received with the samples sent for testing.

3.2 Minimum Qualifications

Contractor and any subcontractor working on this contract shall have a minimum of five years of experience in performing tests in accordance with ASTM D-3612-02 Standards as referenced on the bid schedule.

3.3 Testing Procedures/Timing

The Contractor shall perform oil testing and analysis services for transformer and circuit breaker oil samples as follows:

3.3.1 Routine Batch Testing. Upon receipt of annual batches of samples from each Western Region (“Order”), the Contractor shall perform the requested tests/analyses and the results shall be received by Western within 14 calendar days of receipt of Order.

3.3.2 Individual Tests. Western may periodically submit Orders for individual tests. Results for individual tests shall be received by Western within seven (7) calendar days of receipt of Order.

3.3.3 Expedited testing. Western may require expedited testing from time to time due to emergency circumstances. Results on expedited Orders shall be received by Western within 24 hours of Contractor’s receipt of the test bottles/samples.

3.3.4 Sample marking/ordering. Each sample sent for testing shall identify the Western Asset Number, the type of Order (Batch, Individual or Expedited), the type(s) of test(s) to be performed, and who the results shall be delivered to (see Section 3.4 below).

3.4 Reporting/Results

3.4.1 Contractor shall provide the oil testing and analysis results and data in all of the formats/delivery methods listed below:

3.4.1.1 All results must reference the applicable Western Asset Number(s) identified for each sample contained in the Order;

3.4.1.2 Electronic format using Extensible Markup Language (XML);

3.4.1.3 File Transport Protocol (FTP) or Simple Object Access Protocol (SOAP) Web Services;

3.4.1.4 Test results shall be available on a web server for Western to download. The Contractor shall provide web server password and portal instructions and directions to facilitate the electronic XML and FTP or SOAP file transfer of each test result; and

3.4.1.5 PDF format submitted via e-mail.

3.4.2 Contractor shall provide all test results (in PDF format), and availability of results on the web server to Western via email, upon completion of testing. (Western will provide a list of e-mail addresses after contact award.)

3.4.3 On-line Database/Software Capability

The Contractor shall own or have access to software and database through a cloud-based solution (preferred) or hosted solution. The software shall provide trending and comparison analysis and the test results of several various types and sizes of transformers and circuit breaker oil tests from several other electric utilities. The Contractor shall enter Western’s test data into this database for the purpose of comparison analysis. The Contractor shall make Western’s test data available to Western personnel online at all times and from multiple locations. The Contractor’s software shall be capable of providing and interpreting trending analysis and comparing Western’s data to other data within the database, including but not limited to: graphing trends and changes, viewing test results in tabular form, and providing maintenance recommendations. The Contractor’s software shall be capable of downloading Western’s past test results from other laboratories. Note: This capability may be provided through a subcontractor or 3rd party vendor such as TOA4.

Additionally, the requirements for XML and Web Services specified above will involve Western accessing the information from this system.

3.5 Recommendations

Contractor shall provide analysis and shall make testing interval recommendations when test results indicate greater than the required minimum annual testing.

3.6 Sample/Test Supply Kits

The Contractor shall supply clean and ready-to-use sample bottles and syringes (“Supply Kits”).

Upon contract award, the Contractor shall provide a point of contact, name, email address and phone number for requesting sample kits.

The Contractor shall provide an initial supply of Supply Kits to each TR/POC. All Supply Kits shall be sent by the Contractor to the respective Western location FOB Destination.

The initial supply of sample/test kits shall be shipped within thirty (30) calendar days of contract award, as follows:

Western will request additional Supply Kits from the Contractor as needed. Western may request sample/test supply kits on a routine or expedited basis. Routine sample/test kits shall be delivered to Western within seven (7) calendar days of Western’s request. Expedited sample/test kits will be delivered within two (2) business days of Western’s request. Western TRs/POCs may request Supply Kits via email or telephone.

4. MONTHLY REPORTING/TRACKING

Monthly invoicing is authorized and required. Monthly invoice shall include a detailed listing of all tests performed during the previous calendar month, broken out by Region, with each test identified by CLIN and by Western Asset Number, as well as the total amount being billed for each Region, and total invoice amount. The breakdown per Region shall include, at a minimum:

1. Test ordered or item ordered (identified by CLIN);

2. Western Order Number (if single order over $2,500)

3. Western Asset Number;

4. Western personnel who placed the Order;

5. Routine or Expedited; and

6. Price.

Contract price is established as a Not-To-Exceed total amount by Region for each contract year. Contractor shall notify the Contracting Officer in writing when any Region has expended 75% of the available/authorized amount for each contract year.

5. PWS EXHIBITS

The exhibits listed below are attached to and incorporated into this PWS.

Exhibit 1: Performance Requirements Summary (PRS). The purpose of the PRS is to communicate the Government’s quality expectations and the process to evaluate the Contractor’s performance.

Exhibit 2: Contract Discrepancy Report (CDR)

EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

EXHIBIT 2

Contract Discrepancy Report

Contractor’s Name:

2. From: (Name of Contracting Officer representative)

Dates

3. Prepared:

4. Returned by Contractor:

5. Action Complete:

6. Discrepancy or Problem: (Describe in detail; include reference to PWS directive; attach continuation sheet, if necessary):

Signature of CO:

7. To: (Contracting Officer)

8. From: (Contractor)

9. Contractor Response as to Cause, Corrective Action and Actions to Prevent Recurrence (Attach Continuation Sheet if Necessary)

10. Signature of Contractor Representative:

Date:

11. Government Evaluation:

12. Government Actions:

13 Close Out

(13a) Contractor Notified

(13b) COR

(13c) CO