Generator PM SOW (REV8).pdf

U.S. Embassy Stockholm

STATEMENT OF WORK

Low Voltage Diesel Standby Generators

Table of Contents

1. GENERAL INFORMATION

2. PROJECT REQUIREMENTS

3. GENERAL REQUIREMENTS

4. DELIVERABLES

5. SCOPE OF WORK

6. EQUIPMENT LIST

1. GENERAL INFORMATION

The United States Embassy in Stockholm requires professional services and contractor cost proposals to perform Planned Maintenance and Inspection services of the facility’s Low Voltage Diesel Standby Generator systems:

- Chancery Generator

- PCC Generator

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 that 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.

3. GENERAL REQUIREMENTS

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

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

a. Only fluids and parts which meet or exceed manufacturer’s specifications shall be used.

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

c. Contractor shall supply the parts required in performance of maintenance included in this

SOW. (eg. Rocker cover gaskets when performing valve lash, thermostats when performing coolant change)

B. 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; 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 oil spill containment kits.

C. Exclusion. This contract does NOT include repair of equipment and replacement of hardware (e.g.

bearings, pistons, piston rings, crankshaft, and gears) except as indicated in additions 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 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.

a. 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 de-install the parts at no cost to the Government.

D. Checklist Approval

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

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

F. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

a. 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:

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

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

c. Follow site safety procedures.

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

e. Follow approved lockout/tag out procedures.

f. Review and follow the manufacturer’s instructions.

g. Record results in the equipment history log.

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

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

H. Disposal of used oil, fuel, battery and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to Government and Local law. 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 coolant 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.

J. 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.

K. The contractor shall obey all local Labor Laws.

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

M. The offeror’s strategic plan for generator maintenance services to include but not limited to:

a. A work plan considering all work elements in the Performance Work Statement.

b. 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.

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

d. Provide a statement that laboratory analysis report will be provided for oil, fuel, and coolant samples collected.

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

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

i. If insurance is required by the solicitation, a copy of the Certificate of Insurance(s), or

ii. a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used.

g. 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. The contractor shall provide emergency assistance for generator support, within 24 hours of being contacted by the COR.

4. DELIVERABLES

The following items shall be delivered under this contract:

Description Delivery Date Deliver to

Names and biographic data on Contractor personnel

5 days after contract award

COR

Suggested maintenance dates with Contractor personnel, tools, and vehicle info

10 days after contract award

COR

Certificate of Insurance 10 days after contract award

COR

A copy of OEM authorized certificate for planned maintenance

10 days after contract award

COR

Certification of disposal of toxic chemicals by local authorities

After each oil change service

COR

Checklist signed by Contractor’s employee

After completion of each maintenance service

COR &

powersupport@state.gov

Laboratory report for chemical analysis

30 days after completion of each oil change service

COR &

powersupport@state.gov

PMI/service Report After completion of each service

COR &

powersupport@state.gov

Invoice After completion of each maintenance service faktura.usaemb@state.gov

5. SCOPE OF WORK

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 approval.

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. The attached equipment list provides details.

1. The contractor shall provide the COR with a list of necessary parts and materials.

a. Only fluids and parts which meet or exceed manufacturer’s specifications for the particular equipment shall be used.

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

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 #, and price for any repair material required and material lead time.

3. Price quote for repair labor.

At a minimum, the following work shall be completed:

A. Quarterly PMI Schedule

1. 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.

• 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 float voltage - Note

• Perform battery load/condition test.

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

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 – Inspect for leaks

• Engine Oil Level - Check and add if needed.

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

4. Generator Room, main fuel tank, and daytank.

• Check all vents & overflow piping for obstructions

• Test alarms and or pumps in secondary containment.

• Check hoses, piping and connections

• All fuel tanks need to be serviced, inspected, and certified according to local regulations and laws.

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

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, and annunciator. 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.

6. Run unit – No load.

• Run the generator with no load for 10 minutes.

Remote or local Start and test operation.

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

ATS and incoming power supply - Check for hotspots using IR camera.

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

Engine oil sample – obtain and perform analysis. Based on the previous oil sample, inform COR if oil replacement is needed.

Engine coolant sample – obtain and perform analysis. Based on the previous coolant sample, inform COR if coolant replacement is needed. When performing coolant change; replace engine thermostats.

7. Additional.

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

• Clean generator and generator room. 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 manufacture’s operation and maintenance manuals.

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

B. Annual Schedule:

1. Conduct quarterly PMI service

2. Engine Air Cleaner Elements – Replace.

3. Engine Crankcase Breather – Clean.

4. Engine Oil Filter(s) – Replace.

5. Annotate date and hours on all filters when replaced.

6. Fuel Filters – Replace.

7. Obtain fuel sample at storage tank for analysis.

8. Intake louvers and ducts – Inspect

9. Crankshaft Vibration Damper - Inspect for leaks

10. Engine Protective Devices - Check E-stop

11. Turbocharger – Inspect/Check bearing compressor side

12. Clean and lubricate fuel pump linkages if applicable.

13. Fan bearing – Inspect/Grease.

14. Engine Control Module (ECM)

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

b. Test unit safety shutdowns.

c. Provide post an electronic copy of ECM program file.

15. Check injector pump and injectors for flow rate pressure

16. AC Alternator – Inspect. Check 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.

17. Check Rotating Rectifier

18. Inspect / Check Varistor

19. Run Unit – With load.

a. Both units should be run under load if COR authorizes to test and exercise entire system.

b. Both units shall be exercised with different loads and durations, example shown below. A load bank shall be provided by the contractor and used for the load testing. Load test shall be scheduled outside standard office hours (07-18) with the COR. If wet stacking is detected, the COR must be notified. The date and time need to be scheduled at minimum 2 weeks in advance and the work needs to be performed outside office hours or in the weekend unless otherwise agreed with the COR.

a. Building load – 30 minutes (Only for Chancery unit)

b. 25 % – 30 minutes

c. 50 % – 30 minutes

d. 75% – 60 minutes

e. 95 % – 10 minutes or until the engine chokes

c. Record fuel consumption for each load.

d. Automatic Start/Stop – Inspect.

e. Check louvers, shutters and room exhaust fans for proper operation.

f. Generator Set Vibration – Inspect.

g. Read and record all key performance indicators from gauges/meters/ECM.

h. Record load readings – Voltage, amps, % of load, frequency, power factor.

i. Record Alternator bearing temperatures.

j. Check exhaust for excessive black or white smoke.

k. Check turbocharger for vibrations or any abnormal noise during operation.

l. Check generator bearing for noise and overheating.

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

n. Check Crankcase breather/Blow By

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

20. Fuel tank

a. Estimate the fuel amount in liters in both main fuel tanks.

b. Inspect and treat storage tank fuel if needed, check fuel level.

i. Obtain fuel sample - test fuel for degradation, water and microbial contamination.

ii. Check tank vents & overflow piping for obstructions.

iii. Check hoses, piping and connections.

C. Additional maintenance required per manufacturers recommendations and service interval:

2. Generator bearing – Inspect/Grease as recommended by manufacturer’s maintenance schedule.

3. Engine Generator batteries – notify COR if over 3 years old.

4. Engine Oil – notify COR if over 2 years old.

5. Cooling System Coolant – inform COR if coolant replacement is required per manufacturer’s maintenance schedule with coolant per manufacturers specifications.

• Every 3 years since last change.

• Every 6 years for Extended life coolant

When performing coolant change; replace engine thermostats.

Replace hoses if necessary.

6. Engine Valve Lash/injector height - Inspect/Adjust per manufacturer’s maintenance schedule.

Replace rocker cover gaskets and torque to proper specs.

D. Additional:

• The contractor shall supply to post at the start of this contract:

• 1 set of engine belts per unit to be kept onsite.

Provide labor to replace belts as needed during regular scheduled service as needed based on inspection.

• 1 set of fuel filters and water separators per unit to be kept onsite. This is in addition to items supplied at annual service.

• 1 set of replacement hoses.

• 1 set of Troubleshooting Manual, Repair Manual, and Parts Manual.

6. EQUIPMENT LIST

The United States Embassy in Stockholm is requesting the services of a qualified generator service company to provide full service to (2) two generator units and related equipment. This includes the following:

Equipment Manufacturer Model Eng hrs Specifications Location Other info

Chancery - Generator

Caterpillar 3408 (Engine 3406)

166 318Kva/255 Kw

Basement, generator room

Chancery - Daytank CALTEX Basement, 90L

Chancery – Indoor Fuel Tank

Karrstrom CN VIII 76 Basement, Fuel tank room

6000L

Chancery – Fuel Pump

VEB

Elektromotorenwerke

KMER 63

G2

0.25 kW Basement, Fuel tank room

ATS (Automatic Transfer Switch)

ABB Basement, Electrical room

PCC - Generator Caterpillar 3306 452 215kVa/172kW Basement, PCC

PCC - Daytank Härdplast AB 8241-2 Basement, PCC

400L

PCC – Outdoor Fuel Tank

Outside, Underground

6000L

PCC – Fuel Pump Leeson M6C14FC5 B

Basement, PCC

PCC - ATS

(Automatic

Transfer Switch)

ASCO 7000 Series Basement, PCC