DRAFT PWS CONUS Generator Maintenance Services.pdf

Attachment 2: CONUS Generator Maintenance PWS January 2022 (v3)

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DRAFT * DRAFT * DRAFT * DRAFT

Department of Homeland Security (DHS)

Federal Emergency Management Agency (FEMA)

Performance Work Statement (PWS)

FEMA On-Site CONUS Generator Maintenance

January 2022

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Contents

PART 1: GENERAL

1.1 BACKGROUND

1.2 SCOPE

1.3 PERIOD OF PERFORMANCE

PART 2: DEFINITIONS

PART 3: ACRONYMS

PART 4: CONTRACTOR DELIVERABLES

4.1 GENERAL

4.2 QUALITY CONTROL PLAN

4.3 POST AWARD CONFERENCE/QUARTERLY PROGRESS MEETINGS

4.4 PERSONNEL

4.4.1 General Requirements

4.4.2 Key Personnel

4.4.3 Tier 4

4.5 SAFETY

4.5.1 Hazmat and Environmental Control Plan

4.5.2 Safety Plan

4.6 SUBCONTRACTING

PART 5: GOVERNMENT DELIVERABLES

5.1 GENERAL

5.2. EQUIPMENT

5.2.1 Government Furnished Equipment (GFE)

5.2.2 Generator List

5.3 FACILITIES

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5.4 UTILITIES

5.5 QUALITY ASSURANCE

5.6 REPORTS

PART 6: SPECIFIC TASKS

6.1 SERVICES (CLIN 0001, 1001, 2001, 3001 & 4001)

6.1.1 Quarterly Maintenance Services

6.1.2 Annual Maintenance Services

6.2 REPAIRS (CLIN 0002, 1002, 2002, 3002 & 4002)

6.3 RETURN TO STORAGE (CLIN 0003, 1003, 2003, 3003 & 4003)

6.4 REQUIRED RECORDS

6.5 INSPECTION AND ACCEPTANCE

PART 7: CONFIDENTIALITY AND NONDISCLOSURE

PART 8: SCHEDULE OF DELIVERABLES

PART 9: PERFORMANCE REQUIREMENTS

9.1 PERFORMANCE REQUIREMENTS TABLE (PRT)

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PART 1: GENERAL

1.1 BACKGROUND

The Federal Emergency Management Agency (FEMA) is seeking to acquire a contract service to fulfill the requirement of maintaining Continental United States (CONUS) Generator’s at the following Distribution Centers (DC): DC Atlanta (Atlanta, GA); DC Frederick (Frederick, MD); DC Fort Worth (Fort Worth, TX) and DC Tracy (Tracy, CA). FEMA’s CONUS generator inventory is made up of: 132 generators at DC Atlanta; 133 at DC Frederick; 147 at DC Fort Worth; and 122 at DC Tracy (these numbers can fluctuate as this is the actual inventory at time of solicitation, and per the PWS section 5.2.2: Generator List --- the inventory can fluctuate + / - 10% due to mission requirements; and once it deviates +/- 10% a contract modification (including pricing) will occur). Since FEMA is tasked with responding to disasters with minimal launch time, it is essential that FEMA’s generators be fully-mission capable (FMC) at all times. The performance requirement for this contract is maintaining a minimum of 90% or higher FMC rate per generator class (Alpha, Bravo, Charlie and, Delta pack and site operations) at each Distribution Center with 100% being the targeted goal.

1.2 SCOPE

The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform on-site generator maintenance to the standards specified in this PWS. On-site generator maintenance includes the performance of Annual Maintenance Services, Quarterly Maintenance Services (x3), Return to Storage (RTS) and Required Repairs for the FEMA CONUS generator fleet, as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services.

1.3 PERIOD OF PERFORMANCE

The base period of performance shall be for 12-months from the date of contract award. There will be four (4) 12-month option periods.

PART 2: DEFINITIONS

CONTRACT: See FAR Part 2—Definitions of Words and Terms

CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to FEMA. The term used in this contract refers to the prime.

CONTRACTING OFFICER (CO): See FAR Part 2—Definitions of Words and Terms

CONTRACTING OFFICER’S REPRESENTATIVE (COR): See FAR Part 2—Definitions of Words and Terms

DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE: See FAR Part 2—Definitions of Words and Terms

GENERATOR SETS: All systems and subsystems of the generator power plant (engine) and generator electrical power production system to include external fuel tanks, weather enclosures and integrated trailers if equipped.

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FEDERAL ACQUISITION REGULATION (FAR): See FAR Part 2—Definitions of Words and Terms

FULLY MISSION CAPABLE (FMC): In order to be considered and reported as Fully Mission Capable (FMC), a generator must meet the following seven (7) requirements:

1. Generators must be able to reliably produce stable current, maintaining correct hertz for 1-hour minimum with no load during quarterly run ups and 1-hour minimum for load-test purposes during annual services, in accordance with the manufacturer’s recommended (MFR) specifications for Maximum (kilowatt volt-amps (kVA) Output (Prime)) Rating for that unit.

2. Generators must be able to produce manufacturer’s specified maximum amperage at all selectable output voltages.

3. Generators must be ready for transport by ground, sea, and air. All transportation must be in accordance with U.S. Department of Transportation regulations governing the transportation of flammable and combustible liquids, including 49 C.F.R. §173.220, General Requirements for Shipments and Packaging for internal combustion engines, self-propelled vehicles, mechanical equipment containing internal combustion engines, battery-powered equipment or machinery, fuel cell-powered equipment or machinery. Fuel tanks must remain completely empty while in storage, during transport, and at all other times. Fuel tanks are only authorized to contain fuel when the unit is on-the-ground and actively engaged in deployment operations.

4. Generators must be equipped with all lines and fittings (e.g. Parker Hannifin hydraulic quick disconnect H-2, H-3 or H-4 sizes) necessary to properly connect the generator fuel tank for normal operations or external fuel caddies during maintenance operations.

5. Generators must be installed with the appropriate type (spill-proof, or “sealed/captured “gel type” only) and quantity of viable batteries, firmly secured in the unit’s battery box or tray. All batteries are to remain disconnected with battery cable secured so as to prevent accidental contact with the battery terminal, except immediately prior to start-up and while the unit is running. Battery terminals must be covered with a plastic/rubber material to prevent accidental contact with any metal objects. Within the FEMA Generator fleet, our older units are equipped with battery quick disconnect cam locks / quick disconnects; and our newer (2016+) with master battery cutoff switches. As battery quick disconnects fail and/or need replacement, under this contract they shall be replaced with the following Battery Lockout Switches: units manufactured prior to 2016 shall be retrofitted with Master Battery Lockout Disconnect Switch; and units manufactured after 2016 shall be replaced with factor OEM supplied Master Battery Lockout Disconnect Switch.

6. All gauges and control panel indicator lights must be fully operational, including the following:

a. Voltmeter

b. Ammeter

c. Frequency meter (Hertz Meter)

d. Run Hour Meter

e. Phase Indicator

f. Fuel Level Indicator (if installed)

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g. Oil Pressure gauge

h. Engine Coolant Temperature gauge

i. Battery Charging System meter (voltage or current)

j. Fuel leak detected (if installed)

k. Diesel Exhaust Fluid (DEF) level (if applicable)

7. All generators must be Safe to Operate. All safety devices must be fully functional; to include all manual and automatic emergency shut-off mechanisms. All safety guards, warning labels, and safety related instruction labels shall be properly affixed at all times.

A generator that meets all of the above requirements shall be considered and reported as FMC. Any generator that fails to meet any of the above requirements is to be considered Non-Mission Capable and reported as such.

KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process that must be required to be used in the performance of a contract by the Key Personnel listed in the Contractor’s proposal. When key personnel are used as an evaluation factor in best value trade-off procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. The Key Personnel for this requirement are corporate officers and executives, Site Foreman (each site), Project Manager (overall), and Quality Control Plan (QCP) Manager (overall) and generator mechanics (each site).

MAJOR REPAIR: The correction of a malfunction or non-conformance that cannot be accomplished without significant time and /or material, as determined by the TM or COR.

MINOR DISCREPANCY: Problems identified during maintenance checks that do not require significant time or significant materials to correct, such as loose wires or belts, hoses, clamps, coolant additives and other minor adjustments.

OTHER DIRECT COSTS (ODC): This cost includes the contractor’s cost for Labor and Materials to perform generator repair of items discovered during an Annual, Quarterly Maintenance Service. The Contracting Officer or his/her designated representative MUST pre-approve these costs. Travel costs are NOT associated with ODC underneath this contract.

PERFORMANCE WORK STATEMENT (PWS): See FAR Part 2—Definitions of Words and Terms

QUALITY ASSURANCE: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

QUALITY CONTROL PLAN (QCP): All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

REPAIR: The correction of a malfunction or non-conformance that cannot be accomplished without significant time and/or material, as determined by the COR.

SOLICITATION: See FAR Part 2—Definitions of Words and Terms

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SUBCONTRACTOR: See FAR Part 2—Definitions of Words and Terms and Part 44—Subcontracting Policies and Procedures

SURVEILLANCE: The continual monitoring and verification of status of an entity and analysis of records to ensure specified requirements are being met. Surveillance activities may be delegated to other disinterested parties on behalf of the customer. It may be 100%, statistically-based sampling, qualitative sampling, or the result of discussion with individuals who have first-hand knowledge. It also may include the monitoring of Contractor supplied metrics, available Contractor data, sampling, or surveys.

TECHNICAL MONITOR (TM): When more in-depth monitoring is required, the COR can request the CO to delegate responsibilities to Technical Monitors (TM). These individuals will support the COR activities by providing technical expertise to augment the COR actions. However, close working relationships between the TMs and the COR are seminal to ensuring effective Contractor performance. The technical monitor is the Distribution Center Powered Support System Mechanic (PSSM).

PART 3: ACRONYMS

CDRL Contract Data Requirement List HAZMAT Hazardous Material

CO Contracting Officer MFR Manufacturer

CDSO Custodial Duty Safety Officer NLT No Later Than

CONUS Continental United States NMC Non-Mission Capable

COR Contracting Officer's Representative ODC Other Direct Cost CSP Contract Surveillance Plans OEM Original Equipment Manufacturer DC Distribution Center OSHA Occupational Safety and Health Administration

DHS Department of Homeland Security PWS Performance Work Statement

EPA Environmental Protection Agency PRT Performance Requirement Table FAR Federal Acquisition Regulation QA Quality Assurance

FEMA Federal Emergency Management Agency

QASP Quality Assurance surveillance Plan

FMC Fully Mission Capable QCP Quality Control Plan GFP Government Furnished Property TM Technical Monitor

HM/HW Hazardous Material and Waste OCONUS Outside Continental United States

PART 4: CONTRACTOR DELIVERABLES

4.1 GENERAL

This is a non-personal services contract to provide on-site generator maintenance and repair. The Government will not exercise any supervision or control over the contract service providers performing the services herein.

The Contractor shall furnish everything required to perform the work in this PWS. The Contractor is solely responsible for compliance with all applicable federal, state, and local laws, regulations, codes, technical manuals, manufacturer's instructions and recommendations and any acceptable commercial practices in the delivery of required services.

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4.2 QUALITY CONTROL PLAN

The Contractor shall develop and maintain an effective quality control plan (QCP) to ensure services are performed in accordance with this PWS. The QCP shall be submitted as part of the technical proposal (Deliverable 1). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which they assure that their work complies with the requirements of the contract. Specific service delivery must be in substantial compliance with the contract requirements and be suitable for the intended purpose of the contract. In order to demonstrate compliance, the QCP shall cite specific paragraphs from the PWS.

The QCP must include quality controls to meet the following performance requirements:

• Generator Services

• Quarterly Run-ups

• Annual Services

• Return to Storage

• Required Repairs

• Required Records

• Personnel Management

• HAZMAT and Environmental Control Plan

• Safety Plan

Any contractor proposed changes to the initial QCP, shall be submitted to the Contracting Officer Representative and Contracting Officer, in writing, in order to be considered for subsequent Government approval (within 72 hours of submission). (Deliverable 1)

4.3 POST AWARD CONFERENCE/QUARTERLY PROGRESS MEETINGS

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer (CO), Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the Contracting Officer will 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 and can occur either in person at an agreed upon location or telephonically.

4.4 PERSONNEL

4.4.1 General Requirements

The Government is authorized to restrict access to any Distribution Center (DC) under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

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4.4.2 Key Personnel

The Contractor shall provide a project manager who shall be responsible for the overall performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the Contracting Officer (Deliverable 2). The project manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The project manager or alternate shall be available between 7:00 a.m. to 4:30 p.m. EST., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

The project manager shall be available during these times for the following reasons: 1) Billing questions/concerns; 2) part delivery occurs during period of time when contractor is not on site; 3) general questions regarding contract performance; 4) open communication between contractor and program office; 5) any changes due to disaster operations that might affect contract schedule.

The contractor must have a comprehensive personnel management plan that supports the requirement and clearly identifies the key personnel by name, position, and responsibilities. The organizational structure shall, at a minimum, identify the following personnel, all of whom are considered key: corporate officers and executives, project manager, site foreman, quality control plan manager, and generator mechanics (Deliverable 2).

Of the contractor personnel performing the required support services identified in this PWS, seventy-five (75%) percent, although 100% is recommended of the generator technician contractor personnel must have current (within last two (2) years) generator maintenance certification(s) – To be considered acceptable and current, generator maintenance certificates must meet the following qualifications: 1) tier 4 generator training from a registered manufacture (i.e.: Cummins, Onan, CAT, MQ Power, Generac) or trainer(s) and 2) certification of paralleling capability training from a registered manufacture or trainer(s). Personnel must also show expertise as documented through submission of resumes; they shall be able to read, write, communicate and understand English at a level necessary to satisfactorily complete the contract requirements stated herein. Contractor personnel shall have proper documentation indicating that they are legally authorized to work in the United States.

Additionally, the site foreman and QCP manager and generator mechanics must be Full Time Employee’s (FTE) of the contractor and be regularly available to perform the support services at their identified Distribution Center; generator mechanics MUST BE on-site during the entire duration of services at each given location. Such availability will ensure that there is a constant working relationship and that contractor personnel become familiarized with the particular equipment at their respective DC.

Contractor personnel must include OSHA certified forklift operators (at a minimum there must be at least two (2) during each service – this is an additional certification and not additional personnel - this documentation shall be included with other personnel document submission at time of solicitation.

The contractor must hold a current (within last 2 years) State Electrical Contractor License in any of the fifty (50) states. The contractor shall provide proof of appropriate licensing/certification (to include:

State Electrical Contractor License, Tier 4F and paralleling capability certification) necessary to perform the required services, to include proof of electrical safety training and lockout tag out training for the technicians who will be performing the maintenance and testing (Deliverable 3) at the time of proposal submission.

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4.4.3 Tier 4

FEMA is in the process of transitioning the generator fleet to Tier 4 (FINAL) compliant units. As mentioned above, the contractor is required to be certified and qualified to perform emission compliance requirements for Tier 4 (FINAL) generators. Per 4.4.2 above, seventy-five (75%) percent; recommended 100% of the generator technicians must show that they meet the following certifications and qualifications for Tier 4:

1. Must show that they have been certified to work on Tier 4 engines, as well as have the ability to troubleshoot any issues associated with the engine.

2. Must show that they have the appropriate software/tooling needed to connect to the electronics of the unit to be able to troubleshoot properly.

3. Certification must indicate that the technician has the appropriate training and understanding to follow the below procedures:

a. For every service, the concentration of the Diesel Exhaust Fluid (DEF) must be tested to ensure it is correct;

b. Before filling DEF tanks with new DEF, required to test the new DEF to ensure correct concentration;

c. If the unit goes into regen mode during service, the unit cannot be shut down until the regen has been completed; if shut down before it has completed, damage can occur – might run an hour longer than the one hour service period;

d. The contractor shall be held responsible for any damage as a result of incorrect/improper service procedures;

e. Must adhere to and follow manufacture maintenance guidance – use only the recommended fluids, filters, and Ultra Low Sulfur Diesel (ULSD).

4.5 SAFETY

4.5.1 Hazmat and Environmental Control Plan

The Contractor shall be knowledgeable of FAR Part 23, Subparts 23.1, 23.3, 23.7, 23.8, 23.9, 23.10, and

23.11. The Contractor shall provide a Hazmat Environmental Control Plan (Deliverable 4) to include a listing of all HM/HW accompanied by their associated safety data sheet (SDS) that will be used during the performance of the contract. (Deliverable 4). After initial approval, any new HM/HW added to the contract requires CO approval prior to use on the installation.

The Contractor shall provide hazardous toxic water containment equipment/supplies for use at the generator set staging area and generator set placement sites, and is responsible for remediation of any spills or releases, to include spill kit and secondary containment device(s) on site during services. The Contractor shall be responsible for the recovery and proper disposal of caused fuels, contaminated fuels, filters, rags, batteries, used oils and filters, and all other materials related to the maintenance and service of the generators and all other hazardous materials. (Deliverable 4)

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4.5.2 Safety Plan

The Contractor shall comply with all Federal, State, and local authorities having jurisdiction and with safety and fire regulations promulgated by the Department of Labor (OSHA) under Title 29, Section 1910 of the Code of Federal Regulations. The Contractor is solely responsible for compliance and cost of compliance with Federal, State, and local laws and regulations pertaining to environmental protection;

occupational health and safety; and the transportation, storage, and disposal of hazardous materials and hazardous waste. The Contractor shall provide an outline for their Safety Plan in their technical proposal, furnishing the final Safety Plan to the COR and CO for approval at the kick-off meeting at the beginning of contract performance (Deliverable 4).

An approved contractor Safety Plan must exist and be followed by the Contractor and its employees to ensure the safe operation of tools and equipment. The plan must include, at a minimum, general standards for area operations and for Contractor personnel as well as references to any commercial standards used in the Contractor’s plan. Additionally, when performing work under this contract, the Contractor shall:

1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

2. Take such additional immediate precautions as the CO may reasonably require for safety and mishap prevention purposes, such as periodic safety classes where employee attendance is mandatory.

3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of the FEMA facilities, Government property, and to provide a safe work environment for the employees.

4. Provide protection to Government property to prevent damages during the period of time the property is under the control or in possession of the Contractor.

5. Include a clause in all subcontracts to require sub-contractors to comply with the safety provisions of this contract as applicable.

6. Record and report within one hour to the designated Contracting Officer Representative (COR), all available facts relating to each instance of damage to Government property or injury to either the Contractor or Government personnel.

7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the COR, and the CSDO on site.

8. If FEMA elects to investigate an accident/mishap, the Contractor shall cooperate fully and assist Government personnel in the conduct of investigation until the investigation is completed.

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The Contractor shall provide written notification to the COR within 24 hours of being notified by any Federal, State, or local agency that a safety law and/or regulation has been violated. This report shall provide at a minimum the following: time and date of occurrence, personnel who discovered the violation, a description of the violation, required corrective action(s), and a projected correction date.

Delays either caused by the Contractor's need to comply with laws or resulting from failure to comply with laws shall not excuse failure to complete tasks.

The Contractor shall notify the Technical Monitor (TM) and COR within one hour of each accident that occurs during CONUS Generator Maintenance and repair service areas that involve injury to a Contractor or sub-contractor employee. The Contractor shall provide the TM or COR with the following information within 48 hours of the incident:

1. A written description of the accident, including the location of the accident and the names of the individuals involved. Attachment 7_Standard Form 91 (SF-91) shall be used as an accident report for any accident involving a government vehicle).

2. Copies of any police reports regarding the accident.

3. Copies of any reports filed with the Contractor's insurance carrier(s) regarding the accident. In addition, within 5 days of the incident, the Contractor shall provide the CO with a summarized explanation of the occurrence and corrective action(s) that have been taken.

B. In the event the Contractor violates Environmental Protection Agency (EPA) or Occupational Health Administration (OSHA) regulations, the Contractor shall be held responsible and shall hold the U.S.

Government harmless from any and all administrative and financial involvement. The Contractor shall perform, and is responsible for, all necessary cleanup and treatment costs.

C. The Contractor shall ensure that appropriate personnel have current driver's licenses as mandated by Federal, State, and local laws.

4.6 SUBCONTRACTING

Quality of all subcontractor work performed, such as utilization of other service providers (i.e.: uniform rental, equipment rental, fuel supplier, Hazardous Material and waste removal, diagnostic services, repair part delivery, etc.), shall be the responsibility of the Prime Contractor. The Prime Contractor shall be held accountable for all work, inspections, invoices, and be in compliance with 52.219-14 -- Limitations on Subcontracting.

PART 5: GOVERNMENT DELIVERABLES

5.1 GENERAL

FEMA will manage the CONUS Generator Inventory and keep up-to-date maintenance records in the agency’s online database. FEMA will notify the Contractor through verbal and/or written guidance if there is a change to the service schedule due to disaster operations; or if during service a disaster occurs, and services need to be halted. FEMA will review invoices for accuracy and integrity. FEMA will issue verbal and or written guidance to meet the services under this contract.

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5.2. EQUIPMENT

5.2.1 Government Furnished Equipment (GFE)

NO GFE will be routinely provided; FEMA is responsible for the use of forklifts and movement of Generators. The Government may authorize the contractor to use Government Forklifts in extreme cases of necessity in order to complete the mission in a timely fashion. It is the expectation of FEMA that the contractor will fully execute all required services during the agreed upon visit(s) within the 8-day service window (Quarterly Services) and 10-day service window for annual services. The contractor is solely responsible for providing all equipment (minus forklifts) necessary to perform the requirements as outlined in this PWS.

5.2.2 Generator List

FEMA will provide a comprehensive site inventory (Attachment 3_CONUS Inventory_ 4 January 2022) for all sites due to the fluidity of FEMA’s mission. The generator list could fluctuate +/- 10% at any time during the contract performance due to the procurement or deployment/reassignment of generators, regardless of location. If at any time, the generator list for the site inventories deviates more than +/- 10%, a contract modification (to include pricing) will be issued to reflect the change in numbers. FEMA will track all generator inventory changes in conjunction with the Contractor in order to ensure compliance and will provide updated inventories on an as needed basis to the contractor.

5.3 FACILITIES

FEMA will provide Contractor Personnel with necessary workspace at designated FEMA facilities to perform this effort successfully. When and where available, FEMA will provide adequate, heat, light, ventilation, outlets, and electric current. Designated space within each of the Distribution Centers (DC) will be provided at no charge to the Contractor for the duration of the contract. FEMA may restrict the entry of Contractor personnel onto U.S.

Government premises through the use of entry passes. Irrespective of the issuance of passes on government facilities, Contractor personnel may be subject to search and seizure at the discretion of FEMA. Some FEMA designated facilities may be limited-access military facilities with controlled gate openings and closures. All equipment entering and leaving military installations are subject to being searched. Unscheduled gate closures may occur at any time and personnel entering or exiting the installation may experience a delay.

5.4 UTILITIES

All utilities at the facility will be available for the Contractor's use in performance of duties outlined in this PWS.

5.5 QUALITY ASSURANCE

The Government will evaluate the contractor’s performance under this contract in accordance with the Attachment 4_Quality Assurance Surveillance Plan (QASP) and PART 9: Performance Requirement Table.

This plan is primarily focused on what FEMA must do to ensure the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates. Services performed by the Contractor during the period of this contract, shall at all times be subject for review by the Technical Monitor (TM), COR or authorized representative. FEMA may inspect each task outlined in the PWS PART 6, as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, FEMA may decrease the number of quality

14 | P a g e control inspections if merited by performance. FEMA will also investigate complaints received from various customers located at the designated FEMA facilities. The Contractor shall be responsible for initially validating customer complaints. However, FEMA will make final determination of the validity of customer complaint(s) in cases of disagreement with the customer(s). If the Contractor is in non-compliance of a standard, the Contractor shall correct within 3 business days non-compliance deficiencies at no additional cost to FEMA. Also, FEMA will delay payment of invoices until noted deficiencies are corrected.

5.6 REPORTS

On a weekly basis (NLT COB Thursday), the program office will send to the contractor an updated NMC Report along with readiness tracker. The NMC report is based upon the Generator Maintenance Profiles (GMP; see Section 6.3) submitted to the program office at the completion of services and shall be updated by the contractor as needed in terms of coordinating for diagnostic testing from outside vendor and/or part arrival. The readiness rate is derived also from the GMPs submitted and reflect a breakdown of each generator class (Alpha, Bravo, Charlie, & Delta pack, and site operations) for each site, as well an overall CONUS readiness rate.

PART 6: SPECIFIC TASKS

6.1 SERVICES (CLIN 0001, 1001, 2001, 3001 & 4001)

The contractors shall perform the following services during each period of performance: one Annual Maintenance Service and three Quarterly Maintenance Services (approximately every 90 days); for all assigned generators as listed on (Attachment 3_CONUS Inventory_4 January 2022). The fleet make-up may be adjusted during the performance period, as FEMA deploys or otherwise adjusts the size or location of the fleet. All services must be conducted in accordance with all applicable manufacture’s maintenance services, schedules and recommendations, National/ State/ Local codes, regulations, and acceptable engineering and safety standards.

Annual and Quarterly Maintenance Services shall be conducted on a rotating basis, within eight (8) business days for quarterly services and ten (10) business days for annual services at each DC, in accordance with a schedule that will be agreed upon by the Distribution Center, Contractor, and COR. The following service rotation shall be utilized under this contract starting with the base year and progressing thru the option years: 1st scheduled service shall be an Annual Service; services 2-4 shall be quarterly service. The Contractor shall maintain the FEMA generator fleet at a minimum level of 90% “fully mission capable” each month, for each generator class (Alpha, Bravo, Charlie and Delta pack; and site operations (includes: additional units and building units) at each location with 100% being the targeted goal. Any time the fully mission capable level falls below 90%, this will be considered a major contract compliance performance deficiency. Frequent short-term deficiencies of this standard will also be considered a major performance deficiency subject to immediate corrective action. Frequent is defined as two or more short-term deficiencies in the same quarterly period at any location.

6.1.1 Quarterly Maintenance Services

6.1.1.1 Quarterly Run-up

The act of starting a generator and achieving normal ambient operating temperature (no load is applied during run up services, unless it is equipped with an integrally mounted load bank) and subsequently allowing the generator to run continuously for at least one (1) hour; if needed, the generator may be run for additional time. During run-ups, the breaker shall be in the ON position to ensure proper load bank functionality – ensure that voltages are being verified for both Tier 4F AND NON-Tier 4F units (for Tier 4F units with equipped an integrally mounted

15 | P a g e load bank (>400kW below)). All units with an integrally mounted load bank must be checked at 277/480v voltage configuration. Additionally, must ensure that the power balance light is working properly; ensure that the screen is working correctly; conduct a visual inspection of the top of the power balance to ensure that it is clear of debris.

The overall purpose of the run-up is to identify minor discrepancies or needed repairs, charge the batteries, spot test the mechanical operability, ensure the equipment is safe to operate and is FMC. All fluids shall be topped off during each service. When a generator requires more than 1 gallon of oil or coolant, this shall be considered a REPAIR and shall be charged accordingly.

Any fluid, to include DEF top off, up to 1 gallon shall be responsibility of the contractor.

For the new CAT XQ1140 (910kW) that FEMA is in the process of integrating into the Fleet, two

(2) Generator Maintenance Profile (GMP’s) shall be completed due to the unit containing two

(2) Engines to include separate hour meters. To ensure functionality of the exterior control panel and the tie breakers, engines can be run up TOGETHER – with each engine receiving their own GMP sheet. Annotation will be BC: XXXXX-FRONT / XXXXXX-REAR. Each engine is identified as “Front” and “Rear” on the controller from the manufacture.

6.1.1.2. Tier 4 Engine System (if applicable):

FEMA Generators are in the process of being converted to the new Tier 4 engine compliant standards. All Tier 4 (FINAL) generators must have the concentration of the DEF (diesel exhaust fluid) tested to ensure that it is correct (via refractometer). Acceptable DEF concentration is:

32.5% urea, and 67.5% water. If the DEF concentration deviates from 32.5% (+/- .7%) urea, the Site Technical Monitor needs to be notified and will make the decision to keep or drain and replace the DEF in the unit. DEF must be tested (every 90 days) for the concentration level referenced above to be considered acceptable to add; during annual services, the DEF MUST be tested BEFORE it is added.

If the unit goes into regen mode, once in regen mode the unit cannot be shut down until it has completed regen; if the unit is shutdown prior to this completion, damage can occur to the unit.

The unit going into regen mode could cause it to run longer than the hour service requirement.

During quarterly maintenance services (every 90 days), the units Power Balance wire connections to contacts MUST be visually inspected for loose wiring, etc. (perform pull test). Re-torque ONLY after a unit has been deployed (re-torque to manufacture specifications)

All generators that are within Tier 4 (FINAL) compliance, must adhere to and follow manufacturer’s maintenance guidance and only use the recommended filters, fluids (oil and coolant); as well as ultra-low sulfur diesel (ULSD).

6.1.1.3 Integrally Mounted Load Bank System (Tier 4 (Final), if equipped) For generators (Tier 4 (Final), 400kW and below), that are equipped with integrally mounted load bank systems (MQ Power) there are specifics that must be followed every 90 days with regards to quarterly maintenance, in following recommendations from the manufacture:

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WARNING: DO NOT insert a screwdriver or any thin metal object through the perforated cooling air grilles while the load is in operation. The power within the unit could arc over and will cause serious injury to personnel and damage to the unit.

WARNING: Disconnect and Lockout/Tagout (LOTO) from all sources of power to the unit prior to any inspection, service or cleaning. Electric Shock Hazard exists while connected. Follow OSHA’s standards.

WARNING: Pressure washing terminal compartment (fuse panel) may lead to condensation and promote internal arching.

Prior to operation the contractor shall:

• Inspect and remove any restrictions and/or obstructions to intake and exhaust of the load bank unit – visual inspection MUST also include the top of the load cover to ensure that it is working properly

• Check intake and exhaust to make sure objects have not blocked/entered resistor frame

• Verify that there is no possibility of re-circulation of hot-air exhaust to cold-air intake

Quarterly Maintenance – the contractor shall:

• Inspect the intake and exhaust openings. Blow or brush away any noticeable dirt or debris. Ensure covers are functional and free of debris. Replace any respective panel that is compromised or damaged

• Clean any and all dirt and/or debris from the interior of the entire Load Bank

• Do NOT exceed 40 PSI when using clean, dry, compressed air for blowing and removing dust and debris

• Inspect all resistor elements ensuring all hardware is tightened and elements are clear and free of debris

• Inspect all resistors for mechanical and structural integrity and location

• Replace any excessive sagging resistor elements, ceramics and support rods

• Replace any and all broken or cracked termination ceramics, and ceramics on resistor support rods as required

• Inspect all termination ceramic insulators at resistor case ends (both sides) for breaks or cracks and replace as necessary

• Inspect all support rod ceramic insulators for breaks or cracks and replace as necessary

• Inspect the entire inside of the enclosure for loose hardware or lose connections and tighten to proper torque values as required

• Inspect all load and control wiring for signs of insulation failure or breakdown

• Inspect for any signs of heat stress on connections and terminals. This could be a sign of loose hardware or corroded/oxidized connections. Repair and replace connection hardware as required

• Inspect all electrical connections to terminal blocks, main input load bus bars, fuses mounted to bus bars, all resistor connections for corrosion and oxidation

• Clean connections and replace hardware as required. Tighten as necessary

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• Inspect all load step contactors. Inspect magnetic contractor coils for oxidation and rust. Inspect contacts that carry load if pitted, rusted or corroded. Contacts must all move freely and properly seal when closed. Replace as necessary

• Reinstall all covers ensuring all materials are well in place and all hardware is properly tightened

• Check all indicator lamps on Operator Control unit (replace as necessary)

• The outside surface of the unit should be wiped or blown free of dust and dirt

• Remove both side access panels and ensure all resistor terminal connections including wire, bus jumper and bushings are tightened to manufacture recommended torque

• Inspect all ceramic bushings and insulators for cracks. Replace all broken or cracked ceramic insulators

• Ensure all fan and safety component connections are tight. If required, it is safe to blow any dust from this compartment using 40 PSI or less of clean, dry compressed air. Replace any broken or failed components. Reinstall access panel cover before proceeding with any enclosure maintenance

6.1.1.4. Combustion Air Intake System

All generators shall be checked to assure there is no obstruction or restriction of any air inlet. Air Filters shall be changed under the following schedule (every 2 years); unless otherwise directed by Fleet Management (i.e.: situational for deployment, excessive hours)

** As new generators are brought into the Fleet, the program office will advise as to the filter and fluid change schedule for those particular units as they line up with the current schedule that has been put into place**

If the time/use threshold is exceeded (due to use), then the filter shall be replaced. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition; and reported to on-site FEMA Technical Monitor and annotated on the Generator Maintenance Profile (GMP) Sheet in the notes/comments section.

Projected Air Filter Change 1 under New Contract

(Every 2 Years)

Projected Air Filter Change 2 under New

Contract (Every 2 Years)

Projected Air Filter Change 3 under New

Contract (Every 2 Years)

DC Atlanta Base (Annual 2023) Option Year 2 (Annual

2025) Option Year 4 (Annual

2027)

DC Frederick Base (Annual 2023) Option Year 2 (Annual

2025) Option Year 4 (Annual

2027)

DC Fort Worth Base (Annual 2023) Option Year 2 (Annual

2025) Option Year 4 (Annual

2027)

DC Tracy Base (Annual 2023) Option Year 2 (Annual

2025) Option Year 4 (Annual

2027)

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6.1.1.5. Generator Exhaust System

All generator exhaust systems shall be inspected for security, corrosion, mildew and leaks. All generators shall have an exhaust assembly that extends beyond the exhaust manifold to include a metallic rain cap where necessary. The exhaust should be installed so as to expel gases away from the control panel area and the operator. All turbo charger assemblies (where installed) shall be inspected for proper operation, and to ensure the absence of oil leaks and undue noise while under load which would indicate malfunction. Mufflers (where installed) shall be inspected for serviceability, security, and corrosion. The generator’s exhaust port shall be made weatherproof by means of a securely fastened, commercially available, rain cap. When rain caps are installed, they must be installed at a position in which they are facing the correct direction, so it doesn’t allow air to flow into the exhaust while traveling down the road. All mounting hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to Manufacturer’s (MFR’s) specifications to ensure system remains in serviceable condition; and reported to on-site FEMA Technical Monitor and annotated on the Generator Maintenance Profile (GMP) Sheet in the notes/comments section.

A visual inspection shall occur of ALL Tier 4 (Final) components in the exhaust system, such as inspecting the DOC’s, DPS’s and SCR’s for any corrosion, leaks etc. Also, inspection is to occur of the DEF (Diesel exhaust fluid) lines to the DEF injector for any leaks or signs of wear;

inspecting all sensors on the system for any issue such as sensor wiring that might have come loose and is touching hot exhaust components.

6.1.1.6. Generator Fuel System

All generators that are equipped with integral fuel tanks shall be inspected for fuel leaks, seeps, security, and corrosion; and ensure that they are secured to the generator itself. All fuel tank lines shall be inspected for normal wear and tear. Fuel tank lids, caps and vents shall be inspected for proper fit and functionality, and any evidence of excessive wear and/or corrosion. All fittings and lines shall be inspected for security and serviceability to include chaffing and weather cracking.

All fuel lines shall have mating quick-disconnect couplers on both the generator supply and return lines, and the fuel tank supply and return lines. Fuel quick disconnects that are showing signs of rust and/or are hard attaching to the unit should be replaced under this contract; rubber protective caps shall be installed as needed. Supply and return lines shall be checked to ensure they are not unduly lengthy, but if found to be so, the contractor shall adjust to a suitable length. All fuel filters & water separator filters will be checked for serviceability during all run-up inspections.

External fuel tanks (if applicable) must also be inspected during each service. Inspections on these tanks include checking communication between generator and tank (if applicable, Tier 4F 2018 and later MQ Power 400kW units (>20kW)). This is to be done by taking the communication cable and connecting it to the generator and external tank and manual lifting the float vale to ensure that the controller is reacting to the level change. Following this inspection, tanks shall be inspected for visible corrosion, any evidence of excessive wear. Fuel tank lids, caps and vents shall also be inspected for proper fit and functionality. All fittings and lines shall be inspected for security and serviceability to include chaffing and weather cracking (if applicable).

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For the external tanks that DO NOT have communication cable between the generator and tank, inspections shall include visual for any visible corrosion/excessive wear. Fuel tank lids, caps and vents shall also be inspected for proper fit and functionality. All fittings and lines shall be inspected for security and serviceability to include chaffing and weather cracking (if applicable).

The contract shall annotate findings on the generator maintenance profile sheet (GMP).

Generators must maintain specifications of Department of Transportation regulations regarding transportation of hazardous or flammable materials, located at 49 C.F.R. §173.220. This is to ensure the ability to ship them in the event of disaster operations. At no time shall the generator be allowed to run out of fuel while in operation during Run-Ups or annual Load Test.

Generators damaged as a result of running out of fuel shall be the responsibility of the Contractor and shall be repaired or replaced at the Contractor’s expense. All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition;

and reported to on-site FEMA Technical Monitor and annotated on the Generator Maintenance Profile (GMP) Sheet in the notes/comments section. Upon completion of all oil/lubrication changes, the Contractor shall annotate the last date of the oil/lubrication change and hour meter reading by highlighting the information on the filter or component.

High pressure fuel lines should not be cracked or loosened. If they do need to be primed, the contractor MUST follow manufacture guidelines for fuel priming. IF the lines are not primed according to the manufacture guidelines, the contractor shall be held responsible for repair/replacement.

With the new Tier 4 (Final) generators and external tanks associated with them, during each service period, a test must occur between the generator and external tank to ensure proper communication. The purpose behind this is to ensure proper gauge function and rupture basin alarm are working properly.

The only acceptable fuel line replacement(s) are manufacture specified and that that have been APPROVED by the site Technical Monitor. No other fuel lines will be acceptable.

6.1.1.7. Generator Electrical Power Production System

All generators shall be inspected to ensure that the generator assembly is securely mounted to the power plant (engine) or the unit’s power takeoff section. The commutation, slip rings, and brushes shall be inspected, cleaned, and adjusted where required. All cables, leads, and wiring shall be inspected for serviceability to include chaffing, weather cracking and security. Electrical tape is not an acceptable repair for any REPAIRS of damaged wire or cables. Shrink tubing is acceptable if the wire/cable is just rubbed; if you can visually see wire/copper then the cable must be fully replaced. Terminals shall be inspected for security and corrosion. Voltage regulators (where included) shall operate in accordance with MFR’s specifications. All other hardware shall be inspected for security and serviceability.