Generator SOW FY26.doc.pdf

UNITED STATES HOLOCAUST MEMORIAL MUSEUM

ANNUAL PREVENTIVE MAINTENANCE, TESTING, AND REPAIR SERVICES ON EMERGENCY

GENERATORS

GENERAL

The United States Holocaust Memorial Museum (USHMM) currently operates three (3) emergency generators. Two (2) are located at 100 Raoul Wallenberg Place, SW, Washington DC and one (1) is located at 4800 Marconi Drive, Bowie, Maryland. This Scope of Work describes a program of preventive maintenance, inspections, testing and repair that is to be completed on an annual basis as described below.

The contractor shall meet the qualifications and performance requirements and perform services on a scheduled basis as described in this statement of work.

A MANDATORY site visit to each generator location is recommended but not required, a date will be provided by the contracting officer. Sign in sheets will be provided.

PERIOD OF PERFORMANCE

Base performance period: Date of Award to September 30, 2026

Upon award, the successful offeror will be given a written notice to proceed and shall provide contractual services for a base period and four option periods, subject to the availability of funds and commencing on the date specified on the Notice to Proceed.

The Museum shall have the unilateral option of extending the contract for five (5) consecutive additional periods. The same terms and conditions contained in this contract shall apply to each option exercised. Options shall be exercised upon written notification to the contractor prior to the expiration of the contract.

SCOPE OF WORK

MAINTENANCE, INSPECTIONS, REPAIRS, AND TESTING

The Contractor, under this Scope of Work (SOW), will be responsible for all labor and tools required to carry out all preventive maintenance, repairs, inspections and testing as outlined in this SOW. All inspections, maintenance, testing, and repairs will be performed according to the latest edition of NFPA 110, Emergency and Standby Power Systems and the manufacturer’s recommended inspection, maintenance, testing, and repair standards. The contractor must submit to the Contracting Officer’s Representative (COR) a checklist for review that will be used for performing preventive maintenance service. Test and inspection reports shall be submitted to the COR within three days of completing work. COR must immediately be made aware of any condition discovered that could result in equipment failure.

USHMM staff have service manuals for all generators on-site.

All contractor personnel working in the facility shall wear and use safety protection while all work is performed. All injuries shall be brought to the attention of the COR

Safety Data Sheets (SDS) for all HAZMAT materials shall be provided by the contractor to the COR for approval.

A calibration certificate for each calibrated component must be issued for all off site calibration of generator components to be performed by an OEM authorized repair location.

SCHEDULE OF QUARTERLY MAINTENANCE AND ANNUAL LOAD TEST REQUIREMENTS

Each generator shall be inspected and serviced four times a year -- once each quarter (Oct-Dec; Jan -Mar;

Apr-Jun; Jul-Sept). The generators CANNOT be run between the hours of 6:00 a.m. and 6:30 pm any day of the week. Annual load testing qAw will be performed in October of each contract year.

REPORTING PROCEDURES

Contractor shall verbally confer with the COR or the COR’s designated representative to ascertain the status of each emergency generator prior to any Preventive or Corrective Maintenance service work.

During any scheduled service Contractor shall verbally confer with the COR or the COR’s designated representative upon encountering any emergency situation or any safety hazard. Contractor shall verbally confer with the COR or the COR’s designated representative after any and all service work is completed.

The contractor shall provide a written report within 24 hours following any emergency service call. A contractor may use its own reporting system but such system, if used, must be discussed and approved by the COR or the COR’s designated representative before executing any final inspection and maintenance agreement. COR or the COR’s designated representative must approve and sign all reports. Written reports shall indicate any corrective repairs that are needed and that are not covered under the quarterly inspection and maintenance.

EMERGENCY AND REGULAR MAINTENANCE

The contractor shall be available for 24/7/365 emergency repairs with a response time of four hours.

Regular service calls should have a response time of 24 hours. Service shall be provided at the rates quoted by the contractor.

CORRECTIVE ACTIONS AND REPAIRS

The contractor shall perform repairs as approved and scheduled by the COR in accordance with the quoting procedures described in Pricing Information and Quoting Procedures. All repairs requiring the generator to be out of service must be coordinated with the COR prior to the generators being taken out of service.

After any repairs are made to a generator, the unit or units must then be started and its/their operation must then be verified by the COR or the COR’s designated representative before returning the generator to service and the lead technician leaving the site. The minimum time for running the generator is 45 minutes.

EQUIPMENT

Museum Generator

Katolight Model DROOFRX4 Serial WJ3722763 E-37998 Detroit Model 16V-92TA

KW 800

KVA 1000

Volt 277 /480

HZ 60

Power factor 0.8

Ross Administrative Center Generator

Kohler Model 150ROZJ81 Serial 291084 John Deere Model 16V-92TA

KW150

KVA 188

Volt 120/208

HZ 60

Power factor 0.8

Shapell Collections, Conservation and Research Center Generator

On site Energy Model MTU 12V2000DS800 Serial 95020500233

KW 800

KVA 1000

Volt 277 /480

HZ 60

Power factor 0.8

Qualifications and Performance Requirements

The contractor must provide USHMM with the names and resumes of the contract project manager and lead technician(s). The contractor must provide, in advance of any work, proof of technician’s training to perform any and all electrical and mechanical maintenance, testing, and repair of each generator under contract.

A lead technician shall be present for all service calls unless otherwise approved by COR. A non-lead technician may respond to emergency service calls if a lead technician is not available and only if the non-lead technician has provided proof of training.

Unless notified otherwise, the Contractor shall provide all tools and equipment necessary to meet all requirements specified by this Scope of Work and any subsequent service calls arising from this Scope.

The contractor shall keep the job site free of debris and in a safe condition. Contractor must adhere to OSHA’s “lockout/tagout” requirements as found in 29 CFR 1910.147 including strict compliance to 29 CFR 1910.147(f)(2)(i) servicing personnel are to be engaged in activities covered by the scope and application of this standard, the on-site employer and the outside employer shall inform each other of their respective lockout or tagout procedures.”

The contractor will adhere to all requirements of NFPA 70E, Standard for Electrical Safety in the Workplace, including but not limited to, providing personal protective equipment (PPE) to all contractor’s employees when necessary.

The contractor shall remove waste oil, oil filters, fuel filters, and other items determined to be Hazardous Waste by the EPA from the job site for proper disposal.

The contractor shall use only new parts and supplies in accordance with the equipment manufacturer’s specifications unless otherwise specifically authorized by the COR.

BID SUBMITTALS

Technical Approach: Submit a description of your approach to a successful testing and maintenance plan.

Experience and Past Performance: Please provide references for contracts of similar size and nature within the last ten years. Include no less than three (3) and no more than five (5) references. Please provide contract and contact information for your past performance. Not providing this information will result in your proposal being non-responsive.

Financial Proposal: Include pricing for quarterly maintenance and load testing per generator per the spreadsheet. Repair Hourly Rate and Material Mark-up: The Contractor shall submit along with their bid, an hourly rate, for both normal and after hours repair work, and percentage markup over cost on repair components not supplied by the Government. The Contractor shall furnish documentation of equipment costs for all equipment provided under this contract. The government reserves the right to provide equipment or parts.

AWARD FACTORS

The USHMM will make an award to a single, responsible Offeror whose offer is determined to be of best value to the government. The USHMM reserves the right to award a contract without discussions, therefore, proposals should be submitted as best offers. Evaluation criteria are:

Technical Approach

Past Performance: The proposal demonstrates the adequacy and relevance of the experience gained in providing services of a comparable nature and scope to those required by the potential contract for the past ten years.

Price: Cost provided by Contractor to be determined fair and reasonable.

PRICING PROCEDURES

Annual Load Testing

Price as firm fixed price for each generator

Preventive Maintenance

Provide quarterly firm fixed price for each generator

Emergency and Corrective Maintenance and Repairs

Contractor shall provide COR a written cost estimate based on the labor and part markup provided for any recommended Corrective Maintenance and Repair work on each emergency generator requiring such work. The written estimate shall include the following:

Parts and materials itemized at Contractor’s cost + mark-up and labor.

All written estimates shall be submitted in a “Firm Fixed Price” pricing format.