Exhibit F Scope of Work.pdf

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Attached to
Generator Preventive Maintenance, Inspections and as needed Repair Services
Solicitation number
HHS0017499
Issued by
Texas

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Exhibit F Scope of Work Summary

This Scope of Work document outlines preventive maintenance, inspection, and repair services for generator equipment to be provided to the State of Texas. The services encompass routine preventive maintenance including oil changes, filter replacements, battery testing, and fuel system inspections; comprehensive inspections of all generator components including engine, alternator, control systems, and safety features; and emergency repair services for equipment failures and malfunctions. The contractor must provide 24/7 emergency response capabilities with specified response times, maintain detailed maintenance records and documentation, and ensure all work complies with manufacturer specifications and applicable industry standards. Services are to be performed at multiple state facilities with equipment varying in size and capacity, requiring the contractor to maintain adequate inventory of parts and maintain certified technicians. The contract term and specific quantities of generators requiring service are referenced in the primary solicitation documents, with performance requirements emphasizing reliability, documentation accuracy, and rapid response to emergency calls.

The scope requires the contractor to maintain preventive maintenance schedules coordinated with state facility operations, provide detailed reporting of all service activities including parts used and labor hours, and obtain pre-approval for repairs exceeding specified cost thresholds. The contractor must carry appropriate insurance coverage and maintain compliance with state safety regulations. Pricing shall be based on hourly labor rates for maintenance and repair services, with parts charged at cost plus an approved markup. The scope emphasizes the criticality of generator availability to state operations and establishes performance standards for response times, completion timelines, and service quality to ensure continuous operational readiness of backup power systems across state facilities.

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Exhibit F Scope of Work (SOW)

Scope of Services to be Performed The required services to be provided are for scheduled emergency generator preventive maintenance and inspections, and as-needed repair services at SGSSLC. SGSSLC has 20 generators across the campus in 20 buildings. See Exhibit G - Equipment List.

All preventive maintenance, inspection and as-needed repair services shall be performed in accordance with, at minimum and as applicable:

a) Manufacturer’s specifications

b) National Fire Protection Association Standard (NFPA) 70 National Electrical Code

c) National Fire Protection Association Standard (NFPA) 99 Health Care Facilities Code

d) National Fire Protection Association Standard (NFPA) 110 Standard for Emergency and Standby Power Systems

e) National Fire Protection Association Standard (NFPA) 111 Standard on Stored Electrical Energy Emergency and Standby Power Systems

Equipment and services may be added or removed, and service frequencies increased or decreased at the sole discretion of SGSSLC.

Contractor shall be available for emergency services twenty-four (24) hours per day, seven (7) days per week, including holidays.

Contractor shall coordinate with SGSSLC a schedule for preventive maintenance and inspection services upon contract award.

Preventive maintenance and inspection services shall be considered all-inclusive.

Contractor shall document all preventive maintenance, inspections, and as-needed repair services in SGSSLC Generator Inspection logbook to be kept in Maintenance Department.

Documentation must include, at minimum:

a) Date and time of service

b) Type of service: preventive maintenance, inspection, or as-needed repairs

c) Equipment, make and model number, serial number and location

d) Technician first and last name and title

e) Test or inspection results and recommendations to correct deficiencies

f) Detailed description of all services performed

g) Parts, materials, and labor remedying all deficiencies and as-needed repairs https://www.nfpa.org/codes-and-standards/nfpa-70-standard-development/70 https://www.nfpa.org/codes-and-standards/nfpa-99-standard-development/99 https://www.nfpa.org/codes-and-standards/nfpa-110-standard-development/110 https://www.nfpa.org/codes-and-standards/nfpa-110-standard-development/110 https://www.nfpa.org/codes-and-standards/nfpa-111-standard-development/111 https://www.nfpa.org/codes-and-standards/nfpa-111-standard-development/111

Monthly Preventive Maintenance Schedule Monthly preventive maintenance and inspections shall include at minimum and as applicable:

a) Inspect oil and coolant levels:

1. Ensure oil is full but not overflowing; inspect for leaks.

2. Ratio of antifreeze to water shall be per manufacturer specifications for local climate and current temperatures unless otherwise mutually agreed upon.

b) Inspect and clean battery charger.

c) Inspect and clean battery cables and cell ports.

d) Inspect battery electrolyte level and fill with distilled water if low.

e) Perform a building load test:

1. Generator shall run at a minimum of 30% to 50% of its nameplate kW rating for at minimum 30 minutes or when it can reach and maintain stable operating temperatures, whichever is longer.

f) Clean generator, generator enclosure and surrounding area.

g) Inspect air filter and replace if needed.

h) Ensure exhaust system is not blocked.

i) Ensure generator is properly ventilated.

j) Ensure circuit breaker is closed.

Quarterly Preventive Maintenance Schedule Quarterly preventive maintenance and inspections shall include at minimum and as applicable:

a) Inspect exhaust and air intake systems for leaks, cleanliness, and proper pressure.

b) Inspect and top off oil, coolant, and applicable fluids.

c) Replace air and oil filters.

d) Clean batteries and perform a battery load test.

e) Inspect and clean fuel system:

1. Inspect fuel tank for water.

2. Inspect fuel filter.

3. Add fuel conditioner and algaecide.

4. Inspect and clean fuel lines.

5. Inspect and clean fuel pump and injectors.

f) Inspect generator control panel.

g) Test light bulbs and fuses.

h) Inspect fan belts for deterioration and overall condition.

i) Inspect and test block heater.

j) Inspect louvers for proper operation.

k) Inspect all fittings, mountings, linkages, and flex connections.

Semi-Annual Preventive Maintenance Schedule Semi-annual preventive maintenance and inspections shall include at minimum and as applicable:

a) Analyze and treat fuel.

1. Fuel analysis results shall meet or exceed National Fire Protection Association (NFPA)

110. Contractor shall provide required fuel additives to meet NFPA requirements.

b) Top off fuel. Fuel level shall not exceed 90% of tank capacity.

c) Clean and lubricate visible moving parts and bearings.

d) Inspect exhaust system, muffler, and exhaust pipe.

Annual Preventive Maintenance Schedule

Annual preventive maintenance and inspections shall include at minimum and as applicable:

a) Inspect electrical system and wiring and test transfer switch.

b) Drain and clean tank and refill with new diesel fuel. Fuel level shall not exceed 90% of tank capacity.

c) Flush cooling system and inspect coolant concentration.

d) Replace spark plugs.

e) Inspect and clean crankcase breather.

f) Inspect alternator for dirt, moisture, and direct heat exposure.

g) Inspect and clean and lubricate visible moving parts and bearings.

h) Inspect and clean generator, generator enclosure and surrounding area.

i) Perform load bank test.

https://www.nfpa.org/codes-and-standards/nfpa-110-standard-development/110 https://www.nfpa.org/codes-and-standards/nfpa-110-standard-development/110

1. Generator shall run at a minimum of 100% of its nameplate kW rating for, at minimum, two (2) and not to exceed four (4) hours.

j) Inspect and adjust belts.

k) Inspect engine block heater.

l) Inspect radiator pressure cap and components.

m) Inspect radiator exterior and components.

n) Inspect fan shroud.

As-Needed Repair Services Equipment, parts and materials for all as-needed repairs shall be new, in current production for commercial trade and original equipment manufacturer (OEM), quality material and without defect at time of installation, be installed per manufacturer specifications and must meet or exceed NFPA Codes and Standards, as applicable.

a) Contractor shall provide, at minimum, full warranty coverage including labor, material, and equipment deficiencies for twelve (12) months or the manufacturer warranty, whichever is greater.

a. Contractor shall provide all warranty documentation prior to leaving job site.

b) All deficiencies shall be defined as red tag, yellow tag or recommended per Contractor or manufacturer.

Contractor shall coordinate all repair services with SGSSLC . SGSSLC may request some or all repairs be completed the same day if applicable.

Upon completion of repair services, the Contractor shall provide, for SGSSLC review and approval, a detailed service and repair report including the following:

a) Date and time of service

b) Equipment, make and model number, serial number if applicable and location

c) Technician first and last name and title

d) Detailed description of all services performed

e) Parts, materials, and labor remedying all deficiencies and as needed repairs https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/List-of-Codes-and-Standards

Exhibit F Scope of Work (SOW)
Scope of Services to be Performed
Monthly Preventive Maintenance Schedule
Quarterly Preventive Maintenance Schedule
Semi-Annual Preventive Maintenance Schedule
Annual Preventive Maintenance Schedule
As-Needed Repair Services

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