FINAL RFQ for Emergency generators 19BX6026Q0005.pdf

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TABLE OF CONTENTS

Section 1 - The Schedule

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19BX6026Q0005 Prices, Block 23

• Continuation To SF-1449, RFQ Number 19BX6026Q0005, Schedule Of Supplies/Services, Block 20 Description/Specifications/Work Statement

• Exhibit A - List of Tasks to be Performed

Section 2 - Contract Clauses

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

Section 3 - Solicitation Provisions

• Solicitation Provisions

Section 4 - Evaluation Factors

• Evaluation Factors

Section 5 - Representations and Certifications

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR Provisions not

Prescribed in Part 12

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SECTION 1 - THE SCHEDULE

Continuation/Addendum to SF-1449, RFQ Number 19BX6026Q0005

PRICES, BLOCK 23

1.0 DESCRIPTION

The American Embassy in Brunei requires maintenance services for 2 units of U.S. Government-owned generator sets located at Chancery. The services shall result in the generators being in good operational condition when activated.

1.1. TYPE OF CONTRACT

This is a firm fixed price contract payable entirely in Brunei Dollars. Prices for all CLINs shall include proper disposal of toxic substances as per Item 8.4. where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the Contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates.

1.2. PERIOD OF PERFORMANCE

The contract will be for a one-year period, with two one-year optional periods of performance.

2.0 PRICING

The rates below include all costs associated with providing generator maintenance services in accordance with manufacturer’s warranty including materials, labor, insurance (see FAR 52.228- 4 and 52.228-5), overhead, profit and GST (if applicable) and in accordance with the STATEMENT OF WORK as outlined in Exhibit A.

2.1. Base Year. The Contractor shall provide the services shown below for the Base period of the contract and continuing for a period of 12 months.

BASE YEAR PERIOD: September 25, 2026, to September 24, 2027

CLIN Description type of service No. of service

Price per year (B$)

Generator maintenance services for 352DFEH Cummins including load bank test

Annual 2

002 Generator Annual 2

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Total for Base Year

2.2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract, and continuing for a period of 12 months.

FIRST OPTION YEAR PERIOD: September 25, 2027, to September 24, 2028

Price per year (B$)

Generator maintenance services for 352DFEH Cummins including

Generator maintenance services for 28DGBB Cummins including

Total for Option Year 1

2.3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract, and continuing for a period of 12 months.

SECOND OPTION YEAR PERIOD: September 25, 2028, to September 24, 2029

Price per year (B$)

Generator maintenance services for 352DFEH Cummins including

Generator maintenance services for 28DGBB Cummins including

Annual 1

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Total for Option Year 2

GRAND TOTAL CONTRACT PRICE, INCLUDING ALL OPTION YEARS

Base Period Total Price First Option Year Total Price

Second Option Year Total Price

GRAND TOTAL FIRM-FIXED PRICE

FOR BASE YEAR PLUS ALL OPTION

YEARS

3.0 NOTICE TO PROCEED

After contract award and submission of acceptable insurance certificates, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten

(10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start.

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Continuation/Addendum to SF-1449, RFQ Number 19BX6026Q0005

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATION/WORK STATEMENT

4.0 SCOPE OF WORK

4.1. The American Embassy in Brunei requires the Contractor to maintain the following generator sets in a safe, reliable and efficient operating condition.

1) One (1) 352DFEH Cummins Diesel Generator Set: 400 KVA, 416/240V, 50Hz, 3 Phase, Wye with One (1) OTPC600 Transfer Switch-Onan Cummins, PwrCmd, 600Amps, 4 Poles and One (1) Remote Annunciator Panel. Location: Chancery Compound

2) One (1) 28DGBB Cummins Diesel Generator Set: 30 KVA, 416/240V, 50Hz, 3 Phase, Wye, with One (1) OTPC300 Transfer Switch-Onan Cummins, PwrCmd, 300Amps, 4 Poles. ; One (1) Remote Annunciator Panel and One (1) Remote Start Controller Panel.

Location: Chancery Compound.

4.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, and as well as all necessary transportation, equipment, diagnostic testing equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the generators in accordance with the Statement of Work (Exhibit A). Under this contract, the Contractor shall provide the services of trained/certified generator technician to check, adjust and perform scheduled and preventive maintenance; and consumable material as noted in section 8.0 of this work statement.

4.3. Performance Standards

The generators shall always be ready to provide emergency power during normal working hours in the event of City power failure. The Contractor shall schedule maintenance work accordingly so as not to disrupt the business operation of the Embassy.

5.0 HOURS OF PERFORMANCE

Chancery. Annual maintenance work could be scheduled during normal working hours which are defined as 8:00am-4:00pm Monday to Friday, unless approved in advance by the Contracting Officer's Representative (COR). Any work that entails inability to provide emergency power to the Chancery should be done during weekends or holidays (See Section 2, Clauses, DOSAR 652.237-72 for list of holidays). The Contractor shall obtain COR approval for this work at least 3 days in advance.

6.0 ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

6.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s generator technicians and be the Contractor’s liaison with the American Embassy.

The Contractor’s employees shall be on-site only for Contractual duties and not for any other

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6.2. Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this Contract prior to their utilization. Submission of information shall be made within 5 days of award of contract.

6.3. Standards of Conduct

6.3.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government.

6.3.2 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). The Contractor shall provide, to each employee and supervisor, uniforms and personal equipment. The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms.

6.3.3 Neglect of Duties. Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

6.3.4 Disorderly Conduct. The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations.

6.3.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects.

6.3.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or

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6.3.7 Key Control. The Contractor will not be issued any keys. The keys will checked out from Post 1 by a “Cleared American” escort on the day of service requirements.

7.0 SCHEDULED MAINTENANCE

7.1. General

7.1.1. The Contractor shall perform preventative maintenance as outlined in Exhibit A - STATEMENT OF WORK. The objective of the maintenance work is to eliminate generator malfunction, breakdown and deterioration when units are activated.

7.1.2. The Contractor shall inventory, supply and replace expendable parts (eg filters, belts, hoses, gaskets, batteries, magnetic switch that have become worn down due to wear and tear.

The Contractor shall maintain a supply of expendable and common parts so that these are readily available for normal maintenance.

7.2. Exclusion. This contract does NOT include repair of equipment and replacement of hardware, example bearings, pistons, piston rings, crankshaft, gears. Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance.

The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

7.2.1. Replacement/repair of any electronic or electrical parts must be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall uninstall the generator and purchase and install a new generator with same specifications in its place at no cost to the Government.

7.3 Checklist Approval

7.3.1. The Contractor shall submit to the COR a schedule and description of the maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement.

7.3.2. The Contractor shall provide trained/certified technicians to perform the service at frequencies stated in Exhibit A. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after the maintenance visit.

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8.0 PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide trained/certified generator technicians with the appropriate tools and diagnostic testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test the generators.

8.1 Contractor furnished materials will include but not limited to expendable/consumable items (e.g. hoses, belts, oil, lubricants, chemicals, coolant, filters (Air, Fuel, Oil), generator starting batteries, grease, sealant, thermostat, fuse, power solenoid, magnetic switch, ), appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, MSDS, cleaning material and oil spill containment kit.

8.2 Government furnished materials: The Government will provide portable load bank for use of the Contractor. Service manuals will be made available on site. The Government will supply non-expendable parts which are defective not through the Contractor’s negligence.

8.3 Repairs. Repairs are not included in this contract. See Item 7.2. Exclusions.

8.4. Disposal of used oil, fuel, battery and other toxic substances . The Contractor is responsible for proper disposal of toxic/hazardous substances in accordance with guidelines of Department of Environmental Parks and Recreation under the Ministry of Development, Brunei.

This includes, but is not limited to; lube oil, fuel oil, filters, coolant, and material such as rags, spill kit containing HAZMAT materials and thereafter show proof of authorized disposal of these toxic/hazardous substances. [Quoters must explain disposal method in quote as per Section 3, A(g).]

8.5. Chemical analysis: The Contractor is responsible for conducting laboratory analysis for coolant, fuel and oil samples. All charges for such analysis is payable by the Contractor and a report stating the test results shall be submitted to the COR.

8.6. Load Bank: The Load Bank unit will be provided by the US Government. The Contractor is responsible for conducting an engine load test and is responsible in setting up and operating the unit(see Exhibit A-SOW ). Upon completion of the test, the Contractor shall be responsible for restoring and ensuring that the emergency generator system is operationally ready. All charges for such testing is payable by the Contractor and a report shall be submitted to the COR.

9. DELIVERABLES

The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to Names, biographic data, police clearance on Contractor personnel (#6.2)

1 5 days after contract award COR

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Certificate of Insurance (#10.2) 1 10 days after contract award CO Notice to Proceed 1 On submission of insurances Contractor

Certification of disposal of toxic chemicals by Brunei authorities (#8.4)

1 After each change CO

Checklist/inspection report signed by Contractor’s technician (#7.3.2. and Exhibit A)

1 Within 3 days after completion of each maintenance service

COR

Laboratory report for chemical analysis (#8.5 and Exhibit A)

3 7 days after completion service

COR

Load Bank Test Report (#8.6) 1 per year

7 days after completion service

COR

Invoice (#14) 1 After completion of each maintenance service

COR

11.0 INSURANCE REQUIREMENTS

11.1 Personal Injury, Property Loss or Damage (Liability). The Contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract

The Contractor’s assumption of absolute liability is independent of any insurance policies.

11.2 Insurance. The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance:

Public Liability Insurance

Bodily Injury B$100,000.00 per occurrence Property Damage B$100,000.00 per occurrence

Workers’ Compensation and Employer’s Liability

Statutory, as required by Brunei law

11.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under Brunei laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”).

12.0 LOCAL LAW REGISTRATION

If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to insure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement.

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13.0 QUALITY ASSURANCE PLAN (QAP).

13.1 Plan. This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved.

Performance Objective PWS Para Performance Threshold Services.

Performs all generator services set forth in the performance work statement (PWS)

1 thru 12 All required services are performed and no more than one

(1) customer complaint is received per month

13.2 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

13.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard.

13.4. Procedures.

13.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they should immediately contact the COR.

13.4.2 The COR will complete appropriate documentation to record the complaint.

13.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant.

The COR will retain the annotated copy of the written complaint for his/her files.

13.4.4 If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

13.4.5 The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

13.4.6 If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

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13.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant.

13.4.8. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

14. SUBMISSION OF INVOICES

The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation.

The Contractor should expect payment 30 days after completion of service or 30 days after receipt of invoice at the Embassy's payment office, whichever is later. Invoices shall be sent to:

AMERICAN EMBASSY

Simpang 336-52-16-9, Jalan Duta Bandar Seri Begawan BC4115 Negara Brunei Darussalam Attn: FMC/FMO

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Exhibit A - - STATEMENT OF WORK

1. GENERAL INFORMATION

The United States Embassy in Bandar Seri Begawan, Brunei requires professional services and contractor cost proposals to perform Planned Maintenance and Inspection services of the facility's Low Voltage Diesel Standby Generator systems.

1.1 CONTRACT SCOPE AND LIMITATIONS

A. Service Visit Frequency - Standby Service

For standard standby service, this contract provides TWO (2) scheduled maintenance visits per year:

• One (1) Semi-Annual service (every 6 months ±30 days)

• One (1) Annual service (every 12 months ±30 days) Additional visits, major repairs, or component replacements require separate purchase orders.

2. PROJECT REQUIREMENTS

The Contractor shall perform planned maintenance and inspections as described in this Statement of Work (SOW). The intent of this SOW is to ensure the entire standby generator systems for this facility are maintained according to manufacturer's recommendations and to ensure the readiness and proper operation of the system.

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform professional Planned Maintenance and Inspection services for the facility's Low Voltage Diesel Standby Generator systems as defined in this Statement of Work.

Objectives:

• Ensure all standby generator systems are maintained according to Original Equipment Manufacturer (OEM) recommendations

• Ensure readiness and proper operation of generator systems for emergency power supply

• Maintain compliance with NFPA standards for generator installation and grounding

• Prevent equipment failure through regular planned maintenance

• Extend equipment service life through proper maintenance practices

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3. DESCRIPTION OF EQUIPMENT

The equipment to be maintained includes:

• Diesel Standby Generators 1 unit- CUMMINS Model: DFEH-A029Z87

320KW/557AMP, 416/240 V, 50Hz 1 unit- CUMMINS Model: DGBB-A029Z876

25KW/43.4AMP, 416/240V, 50Hz

• OPTION 1: Load Bank

1 unit – AVTRON Resistive Load Bank Model: LPH300D38915-1 332KW@ 416VAC, 3Ph, 50Hz

• OPTION 2: Automatic Transfer Switches 1 unit- Onan Cummins OTPCC-1233051

600A, 416/240V, 4 Poles 1 unit - Onan Cummins OTPCC-1233053

300A, 416/240V, 4 Poles

4. GENERAL REQUIREMENTS

The Contractor shall provide the labor and materials required to carry out regularly planned maintenance and inspections as outlined in this SOW.

NOTE: The intent is for the Contractor to supply labor, fluids, filters and items that can be anticipated on a schedule such as coolant and batteries. Repairs or replacement parts should be separately priced. There should be a plan and oversight to avoid unnecessary maintenance/charges or not replacing items such as hoses when necessary.

A. Materials and Supplies

The Contractor shall inventory, supply and replace maintenance service items (e.g., filters and fluids).

1. Only fluids and parts which meet or exceed manufacturer's specifications shall be used.

2. All fluids shall be delivered in original sealed containers.

3. Contractor shall supply the parts required in performance of maintenance included in this SOW (e.g., rocker cover gaskets when performing valve lash, thermostats when performing coolant change).

B. Expendable and Common Parts

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The Contractor shall maintain a supply of expendable and common parts so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters, generator starting batteries, grease, sealant, thermostats, fuses, power solenoid, magnetic switch;

in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and o il spill containment kits.

C. Exclusions

This contract does NOT include repair of equipment and replacement of hardware (e.g., bearings, pistons, piston rings, crankshaft, gears, injectors) except as indicated in the maintenance schedules and equipment list. Hardware replacements will be separately priced out by the Contractor for the Government's approval and acceptance. The Government has the option to accept or reject the Contractor's quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If require d by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order.

However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

1. Replacement/repair of any electronic or electrical parts must be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Cont

2. ractor shall de-install the parts at no cost to the Government.

D. Checklist Approval

The Contractor shall submit to the COR a schedule and description of planned maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format for the COR's approval prior to contract work commencement.

E. Manufacturer's Recommended Maintenance

It is the responsibility of the Contractor to perform all manufacturers recommended planned maintenance as well as planned maintenance recommended by the manufacturer technical manuals for standby operations of the respective equipment.

1. This does not include major maintenance, planned overhauls, or injector replacements.

F. Personnel, Tools, Consumable Materials and Supplies

The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

G. Safety & Special Instructions

1. Use appropriate personal protective equipment (PPE) when performing work

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2. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against

3. Follow site safety procedures

4. Schedule maintenance with operating personnel and affected offices (security)

5. Follow approved lockout/tag out procedures

6. Review and follow the manufacturer's instructions

7. Record results in the equipment history log

8. Remove lockout/tag out in accordance with appropriate procedures

9. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action

H. Disposal of Hazardous Materials

The Contractor is responsible for proper disposal of toxic/hazardous substances including used oil, fuel, batteries, coolant, and other hazardous materials. All toxic/hazardous substances shall be disposed in accordance with guidelines of Department of Environmental Parks and Recreation under the Ministry of Development, Brunei. After proper disposal, the Contractor must show proof of authorized disposal of these toxic/hazardous substances.

I. Chemical Analysis

The Contractor is responsible for conducting laboratory analysis for fuel and oil samples. All charges for such analysis are payable by the Contractor and a report stating the test results shall be submitted to the COR within 30 days of sample collection.

J. Load Bank Testing

The Contractor is responsible for exercising the generator using an appropriately sized load bank. If prior permission is obtained, building load may be used. The diesel units shall be run at 75-80% of the rated capacity for a minimum of 2 hours. All charges for such testing are payable by the Contractor and a report shall be submitted to the COR.

1. The Government will provide load banks for generator testing. Details below:

AVTRON Resistive Load Bank Model: LPH300D38915-1 332 KW/ 416V/3P, 50Hz

K. Licenses and Permits

The offeror shall address its plan to obtain all commercial licenses and permits required by local law. If offeror already possesses the locally required licenses and permits, a copy shall be provided.

L. OEM Certification

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Provide a copy of Original Equipment Manufacturer (OEM) (e.g., CAT, MTU, KOHLER, Cummins, Generac) authorized certificate or equivalent to carry out the necessary level of requested repair/planned maintenance service on post Generators.

M. Strategic Plan

The offeror's strategic plan for generator maintenance services to include but not limited to:

1. A work plan taking into account all work elements in the Statement of Work

2. Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use, how and when the items will be obtained

3. Identify and submit the list of parts and materials required for Semi-Annual and Annual maintenance service for all Generators

4. Provide a statement that laboratory analysis report will be provided for oil samples collected

5. Provide a statement that manifest or proof of disposal will be provided for toxic/hazardous substance wastes collected

6. Plan of ensuring quality of services including but not limited to contract administration and oversight

7. If insurance is required by the solicitation, a copy of the Certificate of Insurance(s), or a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used

8. List of spare parts and suppliers of spare parts for generator and proposals shall include a description of the firm's ability to obtain replacement parts and ability to perform specialized tests/diagnostic/programming equipment for doing the planned maintenance

N. Emergency Assistance

The Contractor shall provide emergency assistance for generator support, priced at an hourly rate, within 24 hours of being contacted by the COR. Note: If contractor is not local, this may take the form of remote troubleshooting and support until such time as travel can be initiated.

O. Pre-Service Coordination

The Contractor shall coordinate all maintenance activities with the COR at least 72 hours in advance. The Contractor shall:

• Confirm date and time of service

• Identify any facility power outages required

• Coordinate access to generator rooms and equipment

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• Notify affected personnel of planned maintenance activities

5. SCOPE OF WORK - GENERATOR PLANNED MAINTENANCE AND INSPECTION

The Contractor shall provide all materials, supervision, labor, tools, and equipment to perform planned maintenance and inspections. All personnel working in the vicinity shall wear and/or use appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO). Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials.

Copies will be provided to the COR for ap proval.

The systems and components to be maintained include diesel generator prime mover, AC alternator, fuel, cooling, ventilation and lubrication systems, start and transfer systems, as well as control and monitoring systems.

Planned Maintenance and Inspection Interval Schedule

NOTE: This is a basic template for standby generator systems. Manufacturer's recommendations should be followed and supersede recommendations in this list. Before each consecutive interval is performed, all maintenance from the previous intervals must be performed.

If any discrepancies are found with the generator systems that are not covered under this scope of work, the Contractor shall provide the following:

1. Detailed report noting the discrepancy found

2. Bill of Materials (BOM) to include component name, quantity, part number, and price for any repair material required and material lead time

3. Price quote for repair labor

4. Photographs of deficiency if applicable

At a minimum, the following work shall be completed:

A. SEMI-ANNUAL PMI SCHEDULE (Every 6 months ±30 days)

1. Visual Inspection

Conduct visual inspection around generator:

• Check for evidence of leaks, damage, loose or missing hardware

• Inspect engine and generator wiring harness for wear and damage

• Inspect supports and spring isolators for soundness and stability

• Inspect system for corrosion

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• Hoses and Clamps – Inspect and replace if needed

• Belts – Inspect and adjust/replace if needed

• Inspect all fuel, oil, and water piping for secure mounting and leaks

• Inspect exhaust piping and muffler insulation

• Check/service air cleaner

2. Batteries

• Battery charger – Inspect operation and clean

• Battery electrolyte level and specific gravity – Check and adjust. Add distilled water as needed

• Perform battery load/condition test

• Clean battery terminals and lugs (apply grease on terminal connections)

• Note battery age and recommend replacement if 3 years or older

3. Fluids and Filters

• Cooling System Coolant Level - Check and adjust

• Coolant conditioner (DCA/SCA) / Antifreeze protection – Check and adjust to specs

• Jacket Water Heater - Check proper operation

• Water pump - Check

• Engine Oil Level - Check and add if needed

• Fuel/water separators – Drain water

• Engine Air Cleaner Service Indicator – Check, replace filter if needed

• Check fuel filter restriction if applicable. Replace filters if required

4. Generator Room

• Air intake/exhaust – Ensure nothing obstructs airflow; louvers are free and operate properly

5. Control Panel/Generator Cabinet

• Open all cabinets; remove panel covers to clean/inspect

• Clean dust and vacuum all the controls, meters, switching mechanism components, interior buswork, remote start control panel, annunciator, disconnect breaker and connecting lugs

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• Inspect/Check buswork and supporting hardware for cracks, corrosion, or any type of deterioration

• Check all control wiring and power cables (especially wiring between or near hinged door) for sign of wear and deterioration. Secure and/or protect wiring and cables as required

• Check the cabinet interior for loose hardware – tighten connections

• Electrical Connections - Check tightness

• Clean and remove dust from panels

• Check for hot spots using non-contact temperature gun or IR camera

6. Grounding System Semi-Annual Inspection: Grounding, Bonding, and Objectionable Current

• The Contractor shall inspect and verify proper grounding, bonding and neutral-configuration of the generator installation per NFPA 70 (National Electrical Code) Article 250 standards and applicable manufacturer instructions.

o All grounding, bonding, neutral-configuration, and objectionable-current checks shall be performed only within the training and qualifications of a generator technician, in accordance with site safety requirements. Work inside energized switchgear or beyond this scope shall be referred o to appropriately qualified electrical personnel.

• Inspect accessible grounding and bonding conductors at the generator, generator-mounted junction boxes, and ATS enclosure exterior for damage, looseness, corrosion, or overheating; confirm generator frame and enclosure bonding is intact.

• Verify external bonding jumpers on the generator (enclosure sections, doors, bases, if provided) and visible ATS grounding/bonding connections and conduit fittings are present, tight, and undamaged.

• With the system energized and following safety procedures, use a clamp-on ammeter to check for objectionable current on accessible grounding/bonding conductors at the generator and ATS; report any sustained current that appears abnormal or any apparent shock hazard.

7. Automatic Transfer Switch (ATS) - Basic Inspection

NOTE: If ATS maintenance is included under OPTION 2, perform only basic inspection here.

Full ATS service will be performed under OPTION 2.

• Inspect seals

• Note date of last control battery change if applicable (Replace if 2 years or older)

• Check for hot spots using non-contact temp gun or IR camera

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• Inspect/Check buswork and supporting hardware for carbon tracking, cracks, corrosion, or any type of deterioration

• Check all control wiring and power cables for sign of wear and deterioration

• Check for evidence of overheating contacts

• Exercise ATS (with prior COR approval):

o Electronic operation from normal source position to alternate source position and return to normal o Check ATS operation, calibrate and record time delays if necessary o Observe and record retransfer/cool down time

NOTE: The primary objective of this "test" is to exercise the moving mechanical parts of the ATS which will seize if left in one position without regular operation.

8. Engine Control Module (ECM)

• Plug in OEM computer/diagnostic hardware

• Review fault history

• Download status report or similar depending on manufacturer to be submitted with report

• Clear non-critical fault codes after documentation

NOTE: Most modern engines utilize electronic controls which require proprietary OEM software to access parameters, replace control boards and perform diagnostic tests (e.g., CAT ET, Cummins InPower).

9. Run Unit – No Load

• Run the generator with no load for 10 minutes

• Remote Start Panel - Inspect and test operation

• Check the generator for unusual conditions, such as: excessive vibration, leaks, smoke

• Verify all meters, gauges and indicators are normal and functioning properly

10. Run Unit – With Load

Start unit and run under load for minimum 2 hours at 75-80% of rated capacity:

• Unit should be run under facility load if COR authorizes to test and exercise entire system

• If facility load is not permissible or is not a minimum of 50% of rated capacity, the unit shall be exercised with a load bank to a minimum 75-80% capacity for 2 hours

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NOTES:

• The only way to ensure your system functions and is available in the event of an outage is to perform a real load test with the facility

• Continual low or no-load running results in low pressures in the engine cylinders which do not allow the piston rings to seat resulting in oil entering the combustion chamber and exhaust tract. This is commonly referred to as "wet stacking" and can cause reduced capacity, equipment damage and premature failure

• Loading of the generator will ensure proper performance of cooling and ventilation systems and that unit can run for extended periods under load without overheating

• Performing a load bank test in addition to the facility load will also exercise and verify operation of post load bank

During Load Test:

• Automatic Start/Stop – Inspect

• Check louvers, shutters and room exhaust fans for proper operation

• Generator Set Vibration – Inspect

• Read and record all key performance indicators from gauges/meters/ECM:

o Ambient Temperature o Coolant Temperature o Oil Pressure o DC Voltage o Frequency (HZ) o Amps (A/B/C phases) o Volts (AB/BC/CA) o Volts Phase-Neutral (A/B/C) o Power Factor (PF) o KW output o % of Capacity o Fuel Consumption at this load

• Record Alternator bearing temperatures

• Check exhaust for excessive black or white smoke

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• Check turbocharger for vibrations or any abnormal noise during operation

• Check generator bearing for noise and overheating

• Check exhaust manifold, flexible exhaust, muffler, and piping for leaks and secure mountings

• Check Crankcase breather/Blow By

• Check/service air filter

• Record time delays:

o Time delay to start o Time delay to emergency power o Time delay to normal power o Engine cool down time

11. Post-Service Activities

• Ensure system is left in proper position for automatic start and transfer

• Clean generator. Wash radiator if necessary

• Annotate date, hours and maintenance in Generator log, complete maintenance checklist and deficiency report and brief COR

• Perform any additional maintenance tasks as recommended in the manufacturer's operation and maintenance manuals

• Submit Service Inspection and Test Report to COR and email electronic copies to powersupport@state.gov

B. ANNUAL PMI SCHEDULE (Every 12 months)

NOTE: It may be necessary to perform the annual inspection first when contract is awarded (e.g., don't wait a year if these items are required now).

1. Conduct Semi-Annual PMI Service

Perform all tasks listed in Section 5.A (Semi-Annual PMI Schedule) above.

2. Engine Air System

• Engine Air Cleaner Elements – Replace (do not clean)

• Engine Crankcase Breather – Clean

• Intake louvers and ducts – Inspect mailto:powersupport@state.gov

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3. Fluid Analysis and Changes

• Engine Oil Sample - Obtain and perform laboratory analysis. Submit report to COR within 30 days

• Engine Oil and Filter(s) – Replace

• Annotate date and hours on all filters when replaced

• Fuel Filters and Water Separators – Replace o To include filters to day tanks if applicable o Clean any fuel screens if applicable

• Obtain fuel sample at day tank and storage tank for laboratory analysis o Water content o Microbial contamination o Fuel degradation/stability o Sediment and particulates

• Cooling System Coolant Sample - Test

• Cooling System Supplemental Coolant Additive (SCA/DCA) – Test and add if applicable

• Coolant filter – Change if applicable

4. Cooling System Maintenance

• Radiator – Clean (follow manufacturer's recommendation)

• Fan bearing – Inspect/Grease per manufacturer schedule

5. Engine Mechanical Systems

• Crankshaft Vibration Damper - Inspect

• Engine Protective Devices - Check

• Turbocharger – Inspect/Check

• Clean and lubricate fuel pump linkages if applicable

• Check injector pump and injectors for flow rate pressure

6. Engine Control Module (ECM) - Comprehensive

• Download status report or similar depending on manufacturer to be submitted with report

• Test unit safety shutdowns

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• Provide post an electronic copy of ECM program file (backup)

• Verify all parameters are set correctly per manufacturer specifications

7. AC Alternator Inspection

• Inspect for moisture, dust, oil, grease, and debris on main stator windings, exciter

• Check commutator & slip rings, rotor & stator, bearings, bearing lubrication, voltage regulator

• Measure & record resistance readings of windings with insulation tester (Megger)

• Clean as needed

• Check Rotating Rectifier

• Inspect/Check Varistor

• Grease generator bearing per manufacturer's maintenance schedule

8. Grounding System Annual Inspection: Grounding, Bonding, Neutral Configuration, and Objectionable Current (In addition to semi-annual tasks above.)

• With the generator de-energized and locked out, inspect accessible internal grounding and bonding connections in the generator terminal box/control cabinet for tightness, integrity, overheating, and corrosion.

• Verify, using nameplate, ATS labeling, and available one-line diagrams, that neutral-to-ground bonding matches the system configuration:

o Separately derived system (typically 4-pole ATS with switched neutral): neutral-to-ground bond only at the designated point.

o Non–separately derived system (typically 3-pole ATS with solid neutral): no additional neutral-to-ground bonds at generator or ATS.

• Do not alter neutral or grounding connections; report any suspected mis-bonding or multiple neutral-ground bonds.

• With the system in normal operation, use a clamp-on ammeter on accessible grounding/bonding conductors at the generator and ATS to identify any objectionable current. Document abnormal readings and recommended follow-up by qualified electrical personnel.

9. Additional Maintenance Per Manufacturer Schedule

A. Generator Bearing

• Inspect/Grease as recommended by manufacturer's maintenance schedule

B. Engine Generator Batteries

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• Replace if 3 years old

• Dispose of old batteries in accordance with environmental regulations

• NOTE: Indicate age of current batteries on equipment sheet for planning purposes and proper quotation

C. Cooling System Coolant

• Flush system and replace per manufacturer's maintenance schedule with coolant per manufacturer specifications o Every 3 years since last change o Every 6 years for Extended Life Coolant

• When performing coolant change: flush engine and replace engine thermostats

• Replace hoses if necessary

• NOTE: Indicate age of coolant on equipment sheet for planning purposes and proper quotation. If this hasn't been done or age is unknown – this needs to be performed at Contractor's first service

D. Engine Valve Lash/Injector Height

• Inspect/Adjust per manufacturer's maintenance schedule

• Replace rocker cover gaskets and torque to proper specs

• NOTE: Typically, manufacturers require an initial valve lash to be performed. This may occur at 250hrs or up to 1500hrs depending upon manufacturer and model number. Many manufacturers and models require this to be done annually or according to a schedule based on run time. This needs to occur at first service if this has not been done and according to manufacturer's requirements thereafter. Indicate date and hours on equipment list for planning and pr

• oper quotation.

10. Post-Service Activities

• Ensure system is left in proper position for automatic start and transfer

• Clean generator. Wash radiator if necessary

• Annotate date, hours and maintenance in Generator log, complete maintenance checklist and deficiency report and brief COR

• Perform any additional maintenance tasks as recommended in the manufacturer's operation and maintenance manuals

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• Submit Service Inspection and Test Report to COR and email electronic copies to powersupport@state.gov

C. INITIAL CONTRACT SERVICE REQUIREMENTS

At the start of this contract, the Contractor shall supply to post:

1. 1 set of engine belts per unit to be kept onsite o Provide labor to replace belts as needed during regular scheduled service based on inspection

2. 1 set of fuel filters and water separators per unit to be kept onsite (in addition to items supplied at annual service)

NOTE: The intent of fuel filters and belts is to have these on hand quickly as needed in the event of fuel contamination or belt failure. Post should ensure these get restocked if used.

6. OPTION 1 - LOAD BANK PLANNED MAINTENANCE AND INSPECTION

NOTE: This option is for dedicated load bank maintenance. If the Government exercises this option, the Contractor shall perform the following maintenance on load bank equipment.

A. SEMI-ANNUAL LOAD BANK PMI (Every 6 months ±30 days)

1. Visual and Operational Inspection

• Inspect enclosure for damage, corrosion, or water intrusion

• Check ventilation openings for obstructions

• Inspect power cables and connectors for damage, wear, or overheating

• Check for hot spots using non-contact temperature gun or IR camera

• Verify all switches, controls, and indicator lights function properly

• Inspect cooling fans (if equipped) for proper operation

2. Resistive Elements

• Visually inspect elements for damage, overheating, or discoloration

• Check element mounting hardware for tightness

• Verify proper spacing between elements

3. Operational Test

• Connect load bank to generator per manufacturer's instructions

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• Perform load test at various load steps

• Verify accurate load measurement and display

• Check for unusual noise, vibration, or odors

• Document all test results

4. Post-Service Activities

• Clean load bank exterior

• Ensure load bank is properly stored or secured

• Complete maintenance checklist and brief COR

• Submit Service Inspection and Test Report to COR and email to powersupport@state.gov B. ANNUAL LOAD BANK MAINTENANCE (Every 12 months)

Perform all tasks listed in Section 6.A (Semi-Annual Load Bank Inspection) above, PLUS:

1. Comprehensive Electrical Inspection

• Inspect and tighten all electrical connections

• Perform insulation resistance test (Megger test) on load elements

• Measure and record resistance values of load elements

• Verify proper operation of all protective devices

2. Mechanical Service

• Clean interior of load bank enclosure

• Lubricate fan motors and bearings per manufacturer schedule (if equipped)

• Replace air filters if equipped

• Inspect structural components and mounting hardware

3. Full Capacity Test

• Perform full capacity load test

• Verify load bank achieves rated capacity

• Monitor and record temperatures at various load levels

• Verify accuracy of load measurements

4. Grounding Verification

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• Verify load bank frame is properly grounded

• Inspect grounding connections for tightness and corrosion

5. Post-Service Activities

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