SOW.pdf

Statement of Work Service/Maintenance of HML Emergency Generators

Located at Hollings Marine Labs 331 Fort Johnson Road Charleston, SC 29412

General

The Hollings Marine Laboratory is a government owned laboratory, located at 331 Fort Johnson Rd., Charleston, SC 29412, and is seeking the services of a company that will inspect, calibrate and service the three Emergency Generators and related switch gear and transfer switches located at the Hollings Marine Laboratory on an quarterly and annual basis. The main building has three Emergency Generators with related switch gear and transfer switches. The two of the emergency generators are located near the rear loading dock and the main emergency generator is located on roof at the rear of the building just above the loading dock. The company that is retained needs the ability to respond to emergency calls 24 hours a day, 365 days a year.

Objective

The objective is for HML to obtain a multi -year firm fixed price contract for a qualified Contractor to perform the quarterly and annual preventative maintenance and safety code inspection support services for the three Emergency Generators, switch gear and transfer switches located at the Hollings Marine Laboratory, 331 Fort Johnson Rd, Charleston SC, 29412.

The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to effectively and efficiently fulfill all the requirements of this Statement of Work (SOW).

The Generators in this contract are as follows:

(1) HML- Generator-Cummins Onan Genset, Model-900DFHC;

(2) NMR-Generator-Cummins, Model-DFGB-5734523; (3) H-Wing- Generator, Kohler Power System 250, Model: 250REOZJD their performance characteristics are subject to moderate use in operating times and pressure loads which are in line with most properties and equipment in the Contractors experience. As stipulated the three generators, switch gear and transfer switches and associated equipment included in this Statement of Work (SOW) will require preventative maintenance, service, repair, inspection, and testing similar to most moderately used emergency generators.

The term of this requirement is intended to consist of a one (1) year base period with four (4) one

(1) year option periods.

Qualifications

The company/contractor must show certification, competency and experience in the operation, maintenance, annual service and repair of the standby generator repair and servicing that operate in medium industrial, commercial, institutional, medical and/or academic facilities.

01 CERTIFICATIONS

The Contractor shall provide proof that personnel performing work under this contract have valid state or local license or certification for Standby Generator repair and servicing covered under this contract. Persons performing maintenance shall have participated in a Certification Program within the last 12 months and be certified.

02 KEY CONTRACTOR PERSONNEL

The Contractor shall identify and provide the Contracting Officer and Contracting Officers Representative (COR) with a list of names and telephone numbers of the key personnel and or a 24 hour emergency contact number of a contractors personnel who shall be responsible for fulfilling all the requirements of this SOW including responding to emergency callbacks in the event of a problem resulting from a scheduled preventative maintenance visit such as quarterly and annual preventative maintenance. Contractor’s key person or personnel list shall be provided to the Contracting Officer and Contracting Officers Representative (COR) fifteen (15) days prior to the start of the contract and shall be updated when approved changes are made.

The servicing contractor will perform the elements of this statement of work with factory trained, skilled, professional technicians, which are familiar with inspection, maintenance and repair procedures. Evidence of the above requirements shall be included with the vendor's quote.

Scope of Work

A) Service and Repair

The contractor will provide the HML with the expert preventative maintenance, testing and calibration during their quarterly and annual visits along with providing all fiters, belts, oil and the antifreeze for the cooling system. The service required would be characterized by performance of consistently reliable maintenance and service procedures. Equipment shall be kept in fine tune condition by appropriate repairs, maintenance, calibration and adjustments for peak effectiveness and efficiency, responsiveness on the part of the contractor when any repair or adjustment is needed. The list of required checks, are provided at the bottom of the statement of work.

Contractor employees shall, immediately upon arriving to the job site; check-in with the Building Receptionist at the front desk and immediately prior to their departure from the job site shall check-out with the Receptionist at the front desk. During afterhours callbacks; the Contractor employees shall check-in with the building engineer on duty at the rear of the building at the loading dock office.

Each technician will be trained in the following:

1. Lockout – tag out

2. Electrical safety – high voltage

3. Hazardous communications

4. Personal protective equipment

5. Fall protection

B) Quarterly/Annual Maintenance Inspections

The contractor will provide HML with the expert maintenance services. The contractor shall provide labor and material to perform Quarterly and Annual maintenance inspections, which include the below. The contractor maybe required to furnish all minor repair labor for the system including the equipment listed below. The service contractor shall furnish all labor, material, lubricants, filters, piping, electrical devices, travel expense, tools, test equipment, machinery and equipment necessary to complete performance of all aspects of Maintenance Inspections described in this Statement of Work.

Three Emergency Generators General Identification and Information

(1). HML GENERATOR

Cummins Onan Genset Model No. – 900FHC-1181 Serial No. – F000114503 Spec. –C Freq. – 60Hz Service Rating – Stand by Rated Kw – 900.0 Rated KVA- 1125.0 Fuel –Diesel Battery – 24 VDC

AMPS. – 1353.2

(2). NMR GENERATOR

Cummins Power Generation Model No. – DFGB-5734523 Serial No. – K050854733 Spec. –K Freq. – 60Hz Service Rating –Stand By

KVA. – 750.0

Fuel – Diesel Battery- 24v

H-WING GENERATOR

Kohler Power System 250 Model: 250REOZJD Serial: 2208570 Spec: GM46340-GA2

MFG: 06/08

Service Duty: Stand By Hz: 60

RPM: 1800

Fuel: Diesel AMKB 25*c Battery 24v

Battery & Battery Charger System

• Check/record battery charger functions & charge rate

• Check connections, termination cleanliness and security

• Check electrolyte level, vent caps and all cells in the starting batteries

• Check specific gravity of batteries

• Test starting batteries with electronic analyzer

• Check starter connections and wiring

• Check starting voltage

Fuel System

• Inspect main tank/day tank fuel level & test transfer pump operation

• Inspect tank vents & overflow piping

• Inspect all fuel hoses, clamps, pipes, components, vents and fittings

• Inspect governor linkage and oil level (if applicable)

• Drain condensation from fuel/water separators

• Obtain fuel sample & inspect for contamination

• Optional – fuel sample for laboratory analysis*

Engine Cooling System

• Inspect water pump, all hoses and clamps for leaks, coolant level and condition

• Inspect radiator condition

• Observe coolant heater operations

• Inspect drive belts, observe alignment and deflection

• Utilize SCA test strip to record coolant properties

• Inspect radiator surfaces, shrouds and barriers for obstruction

• Optional-coolant sample for laboratory analysis*

Housekeeping

• General cleaning of enclosure interior, genset and ATS

Engine & Lubrication System

• Inspect lubrication system for leaks & visually check oil levels

• Inspect Crankcase ventilation system

• Inspect spark ignited ignition system

• Inspect oil heater operation (if applicable)

Intake/Exhaust System

• Inspect air cleaner restriction indicator

• Inspect air cleaner element and entire intake system

• Inspect entire exhaust system and rain cap

• Inspect louver operations

• Inspect spark arrestor

• Empty condensate trap on silencer

Generator Controls & Power Connections

• Visually inspect all control mounted components and wiring

• Visually inspect all control mounted components and wiring

• Inspect generator heater operation

• Lamp test all lights and indicators

• Visually inspect breaker and power connections

• Manually operate generator main breakers(s) open and close

** Note: The Contractor will not exercise breakers or contactors on a paralleling device.

Generator Operations

• Start, observe, & record generator and equipment operations

• Verify engine and generator safeties for proper operaton

• Inspect duct work, louver motors, controls & test as appropriate

• System test with or without load

Automatic Transfer Switch

• Visually inspect all power and control wiring

• Visually inspect switch mechanism and enclosure

• Visually inspect controls and time delays settings

• Verify function of exercise clock

Lubrication Oil & Filtration Service

• Change engine lubrication oil

• Change primary lubrication and bypass filters

• Change fuel and coolant filters

• Post lube service operation of genset (unloaded ) at rated temperature

• Optional –oil sample for laboratory analysis *

Operational & Functional Review of Generator Critical Components

• Inspect engine cooling fan & fan drives for excessive wear or shaft wobble

• Check all pulleys, belt tensioners, slack adjusters & idler pulleys for travel, wear

& overall condition

• Inspect/Lubricate drive bearings, gear or belt drives

*Additional Services and Repairs

Quotes will be provided in by the contractors for asterisk marked items above. Any additional repairs, parts or services which maybe required will be brought to the attention of the Contracting Officers Representative (COR) so that the Contracting Officer can review and make a determination. Repairs will only be made after proper authorization from the Contracting Officer has been delivered.

C ) Safety

• The Contractor shall provide and ensure that all personnel at the work site wear the safety devices/apparel described below when working on the Boiler and Water Heater Systems.

1. Approved back support and protective devices

2. Eye protection in compliance with ANSIZ87.1. -1968.

3. Approved hearing protection

4. Approved hand protection

5. Other safety devices/apparel when conditions warrant

6. Perform Lock Out Tag Out procedure (LOTO)

• The Contractor shall furnish documentation as directed by the Contracting Officers

Representative (COR) of the completion of the approved safety training of equipment operators and other personnel. The safety training shall comply with all OSHA standards and a sample program shall be submitted to the Contracting Officers Representative

(COR).

• The Clients Safety Officer reserves the right to inspect all areas for safety violations at its discretion, direct the Contractor to make immediate improvement of necessary conditions and/or procedures, and/or stop the work if other hazards are deemed to exist.

• In the event that the Client Safety Officer should elect to stop work because of any type of existing safety hazards after the Contractor has been notified and provided ample time to correct, the Contractor shall bear all costs for eliminating the hazard(s) and shall not be granted compensation for the work stoppage. The Contractor shall pay all additional expenses.

• The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the contract. The Contractor shall take all necessary precautions for safety of, and shall provide reasonable protection to prevent damage, injury or loss to persons, properties, equipment and vehicles.

• The Contractor shall, without additional expense to the Client, be responsible for obtaining and renewing all necessary licenses and permits. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor’s negligence and shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. In addition, the Contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the entire work.

• The Contractor shall comply with all applicable revisions, additions, changes and/or upgrades to any Federal, state, and municipal laws, codes, and regulations which are in effect on the date of contract and which affect the performance of the work.

D) Emergency Services

The Contractor shall provide emergency response (24 hours per day and 7 days per week) as part of the yearly contract with a response time of no more than 2 hours. The contractor must also provide a toll free number to be answered 24 hours per day for emergency calls. Upon notification by HML, the contractor personnel must call back to the HML representatives within thirty (30) minutes of being notified of an emergency condition, state the technician’s name and estimated time of arrival at site to begin work. Failure to arrive at HML and respond to emergency within two hours may constitute termination of existing contact.

Pre-Bid Site Visit

All vendors are highly ENCOURAGED to attend a pre-bid site visit at HML. Even though not mandatory, more weight will be given in the bid evaluation for those in attendance. The site visit time and date is TO BE DETERMINED. During the site visit, prospective vendors will have the opportunity to review engineering drawings and inspect locations around the facility where the Generators operates. The Facility Manager, Chief Engineer and Contracting Officers Representative (COR) will be available to answer questions during the site visit.

Period of Performance

The contract period of performance will be for a five (5) year period. There will be a base year with a start date of July 1, 2014 and ending June 30, 2015 with subsequent option years. The contract end date will be in 2019.

Personnel

The contractor shall provide proof that all on-site employees are U.S. citizens or legal aliens. The contractor shall not employ personnel with felony convictions, or with a record of narcotics use, for work at HML. The contractor is responsible for completing a security investigation on all employees working at the HML in connection with this contract.

Conduct of Contractor Personnel

The contractor’s employees are subject to and shall observe and comply with applicable regulations, policies, and procedures. Contractor employees shall not enter restricted areas in accordance with security regulations and safety policies. The Contractor shall be responsible for the selection, certification, assignment, supervision, management, and control of employees with the advice of the Contracting Officer (CO) and/or the Contracting Officers’ Representative (COR) in the performance of all contract work. The removal from the job site of any employee shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the terms and conditions of the contract. The Contractor’s employees shall not use offices, rooms, work areas, etc. for their own use. When a task is completed, such employees shall immediately leave the area. Contract personnel shall not use or operate telephones, radios, computer terminals, or any other Government or privately owned equipment or property without the express permission of the HML COR. The Contractor’s employees shall not disturb papers on desks, nor open desk drawers or cabinets. Breaks shall not be spent in offices or room areas, but taken only in the assigned rest areas. The Contractor’s employees shall not loiter in any working, patron, or other unauthorized areas. While waiting for transportation, or while on work breaks, they shall not block or impede movement on ramps, doorways, corridors or walkways.

Security Requirements

Contractor employees shall comply with all security requirements. Copies of pertinent policies, regulations, and procedures will be provided to the Contractor upon request. Fifteen days prior to the contract start date, the Contractor shall submit to the Contracting Officer the full name and any alias, address, city and state and date of birth of each employee hired to work on this contract. This employee list shall be constantly kept up-to-date. The Contractor shall fill out any questionnaires or other forms as may be required by the Government for security purposes. All vehicles entering the Fort Johnson Complex are subject to search as authorized by the local South Carolina Department of Resources Law Enforcement or by local Law Enforcement who have joint jurisdiction over the complex. All Contractors will be required to register at front desk and receive a temporary pass for one day and, if needed, a door pass card will also be provided.

Work Schedules/Shifts

Excluding emergency services that are required, the Contractor shall accomplish all work for the HML during the hours of 0700 and 1600 Monday through Friday, excluding Federal Holidays.

This allows the flexibility for the contractor to schedule 8 hours of work during a time when HML staff will be at the facility.

Guarantee of Work

Contractor shall guarantee all work and agree to remedy, at its own expense, any defects caused by poor workmanship or materials.

Conformance with Environmental Management Systems

The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

1. Register at front desk and receive a temporary pass for one day (if needed a door pass card will be provided)

2. The front desk personnel will have you read a brief statement concerning the EMS, the Facility Engineer or designated maintenance staff member will convey to the contractor any other items that need to be done to protect HML and the environment issues we have.

IT Security Requirements

The Certification and Accreditation (C&A) or Assessment and Authentication (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

Additional Requirements and Provisions

Contractor Qualifications:

In determining the responsibility of a contractor, the following criteria will be considered.

Contractors may be asked to produce evidence so their responsibility can be determined.

1. The contractor must have at the time of proposal any and all applicable licenses as required under the laws of South Carolina, Federal laws, and any local laws or ordinances for the performance of work under this agreement.

2. Adequate capital and credit rating sufficient to complete all operations under this agreement.

3. Whether the contractor can provide the service promptly, or within the time specified, without delay or interference.

4. The character, integrity, reliability, reputation judgment, experience, and efficiency of the contractor.

5. The quality of performance of previous contracts and services.

6. An adequate supply of equipment in good condition and adequate manpower to perform the service.

7. The term of this agreement will be for one year from the date of acceptance by both parties with annual renewal of four additional years subject to 90 days notice of any price increase prior to the anniversary date.

8. The contractor must submit an organizational chart of the Service Company showing location of offices and employees that will be associated with the administration and performance of this contract.

Schedule of Deliverables

ITEM DESCRIPTION QUANTITY DUE DATE DELIVER TO

1 Annual

Inspection/Servicing 3 Emergency/Standby Generators and associated equipment

1 Annual Martin Burnett 331 Ft Johnson Road Charleston, SC 29412 843-762-8808/8934

2 Quarterly Inspection/Servicing 3 Emergency/Stanby Generators and associated equipment

4 Quarterly Martin Burnett 331 Ft Johnson Road Charleston, SC 29412 843-762-8808/8934

Emergency Response (24 hours/day and 7 days/week).

1 Continuously Martin Burnett 331 Ft Johnson Road Charleston, SC 29412 843-762-8808/8934

Evaluation Criteria

The Government intends to evaluate and award this contract according to which offer represents the Best Value to the Government. The evaluation factors are: Technical Approach, Past Performance, and Price. Technical and past performance, when combined, are more important than price.

Technical Approach -The Contractor shall demonstrate the extent and depth of its technical knowledge of, understanding of and approach to the requirements in the Statement of Work

(SOW).

Past Performance - The Contractor shall provide with their quote Past Performance information consisting of contact information of three (3) references of prior work which is of a similar nature and complexity. The Contractor shall provide customer name, point of contact, address and verified telephone number and include a brief description of relevant work experience, when supplied to customer and applicable contract number. The Government reserves the right to contact any Government and private source in addition to those included with Contractor's quotes.

1) References must include the following:

a. Name of firm and address

b. Contact person and telephone number

c. Type of service provided

d. Term of service

2) Please identify any of your firm's contracts, which have been terminated for default or cause in the last three years. You may state any circumstances relating to the termination, which assist in explaining the situation.

Evaluation of the offeror's past performance will be completed using references provided by the offeror. These references, when interviewed by the Contracting Officer, should be able to relate how well you have performed work of the same size complexity of the procurement under consideration. The Government may contact references other than those identified by the offeror and the information received may be used in evaluation of the offeror's past performance.

Examples of Past Performance Questions that will be asked to the reference for each contractor:

How long has company performed services?

What kind of Quality Control Program was used?

Did Contractor resolve problems in a timely manner?

Did problem re-occur?

Overall satisfaction with contractor?

Would you contract with this company again?

Point of Contact

The Contracting Officer’s Representative (COR) will serve as the Point of Contact for specific questions concerning this Statement of Work (SOW). For any questions concerning this SOW, please contact Mr. Martin Burnett at (843) 762-8808.