PWS_Caribbean_Generator_Maintenance.pdf

RFP: HSFE40-16-Q-0033 v2.3 (29 August 2016) DC Caribbean Generator Maintenance PWS

Performance Work Statement (PWS)

FEMA On-Site DC Caribbean Generator Maintenance Department of Homeland Security (DHS)

Federal Emergency Management Agency (FEMA)

Contents

PART 1: GENERAL

1.1 BACKGROUND

1.2 SCOPE

1.3 PERIOD OF PERFORMANCE

PART 2: DEFINITIONS

PART 3: ACRONYMS

PART 4: CONTRACTOR DELIVERABLES

4.1 GENERAL

4.2 QUALITY CONTROL PLAN

4.2.1 Subcontracting and Other Service Providers

4.3 POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS

4.4 PERSONNEL

4.4.1 General Requirements

4.4.2 Key Personnel

4.5 SECURITY

4.6 SAFETY

4.6.1 Hazmat and Environmental Control Plan

4.6.2 Safety Plan

4.7 TRAVEL

PART 5: GOVERNMENT DELIVERABLES

5.1 GENERAL

5.2. EQUIPMENT

5.2.1 Government Furnished Equipment (GFE)

5.2.2 Generator List

5.3 FACILITIES

5.4 UTILITIES

5.5 QUALITY ASSURANCE

5.6 REPORTS

PART 6: SPECIFIC TASKS

6.1 SERVICES (CLIN 0001)

6.1.1 Quarterly Maintenance Services

6.1.2 Annual Maintenance Services

6.2 REPAIRS (CLIN 0002)

6.3 REQUIRED RECORDS

6.4 INSPECTION AND ACCEPTANCE

PART 7: CONFIDENTIALITY AND NONDISCLOSURE

PART 8: CONTRACT DATA REQUIREMENT LIST (CDRL)

PART 9: PERFORMANCE REQUIREMENTS

9.1 PERFORMANCE REQUIREMENTS TABLE (PRT)

PART 1: GENERAL

1.1 BACKGROUND

The Federal Emergency Management Agency (FEMA) is seeking to acquire a contract service to fulfill the requirement of maintaining Outside Continental United States (OCONUS) Generator’s at the following Distribution Centers (DC): DC Caribbean (Caguas PR). FEMA is required to maintain a fleet of approximately 77 generators at DC Caribbean. Since FEMA is tasked with responding to disaster with minimal launch time, it is essential that FEMA’s generators be fully-mission capable (FMC) at all times. The requirement for this contract is a minimum of 90% or higher FMC rate per generator class (Alpha, Bravo, and Charlie pack and site operations) with 100% being the targeted goal.

1.2 SCOPE

The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform on-site generator maintenance, to include the performance of Annual Maintenance Services, Periodic Maintenance Services and Required Repairs for the FEMA generator fleet, as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

1.3 PERIOD OF PERFORMANCE

The period of performance shall be for six months with no option periods.

PART 2: DEFINITIONS

CONTRACT: A bilateral agreement between two or more parties, enforceable by law that obligates the seller to furnish something, and obligates the buyer to pay for it.

CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to FEMA. The term used in this contract refers to the prime.

CONTRACTING OFFICER (CO): Person with authority to enter into, administer and terminate contracts, as well as to make related determinations and findings. COs are the exclusive agents of their agencies to enter into and administer contracts. A CO must personally sign all contracts and modifications.

CONTRACTING OFFICER’S REPRESENTATIVE (COR): An employee of the U.S.

Government appointed by the contracting officer to administer the contract. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including government drawings, designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of any deficiencies; coordinate availability of government-furnished property; and provide FEMA facilities-entry of Contractor personnel. The COR is NOT authorized to direct the Contractor to perform out outside of the scope of work as outlined in the PWS or re-delegate his/her appointment responsibilities; additionally, the COR is NOT authorized to allow repairs to proceed above $2500 without prior approval from the CO. A letter of designation issued to the COR, a copy of which is sent to the Contractor.

DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

GENERATOR SETS: All systems and subsystems of the generator power plant (engine) and generator electrical power production system to include external fuel tanks, weather enclosures and integrated trailers if equipped.

FEDERAL ACQUISITION REGULATION (FAR): The Federal Regulation that implements procurement-related statutes and governs federally related procurements.

FIXED PRICE CONTRACT: A contract where the Contractor agrees to deliver supplies or services at the times specified for an agreed upon price that cannot be changed unless FEMA modifies the contract.

FULLY MISSION CAPABLE (FMC): In order to be considered and reported as Fully Mission Capable (FMC), a generator must meet the following seven (7) requirements:

1. Generators must be able to reliably produce stable current, maintaining correct hertz for 1 hour minimum with no load during quarterly run ups and 1 hour minimum for load-test purposes during annual services, in accordance with the manufacture’s recommended (MFR) specifications for Maximum (kilowatt volt-amps (kVA) Output (Prime) Rating for that unit.

2. Generators must be able to produce manufacture’s specified maximum amperage at all selectable output voltages.

3. Generators must be ready for transport by ground, sea, and air. All transportation must be in accordance with U.S. Department of Transportation regulations governing the transportation of flammable and combustible liquids, including 49 C.F.R.

§173.220, General Requirements for Shipments and Packaging for Internal combustion engines, self-propelled vehicles, mechanical equipment containing internal combustion engines, battery-powered equipment or machinery, fuel cell-powered equipment or machinery. Fuel tanks must remain completely empty while in storage, during transport, and at all other times. Fuel tanks are only authorized to contain fuel when the unit is on-the-ground and actively engaged in deployment operations.

4. Generators must be equipped with all lines and fittings (e.g. Parker Hannifin hydraulic quick disconnect H-2, H-3 or H-4 sizes) necessary to properly connect the generator fuel tank for normal operations or external fuel caddies during maintenance operations.

5. Generators must be installed with the appropriate type (spill-proof, or

“sealed/captured “gel type” only) and quantity of viable batteries, firmly secured in the unit’s battery box or tray All batteries are to remain disconnected with battery cable secured so as to prevent accidental contact with the battery terminal, except immediately prior to start-up and while the unit is running. Battery terminal will be covered with a plastic/rubber material to prevent accidental contact with any metal objects. Any generator that is identified as not having battery quick disconnects will have them installed under this contract. The manufacture information for battery quick disconnects: Tweco Cable Connector(s), NSN’s: TWE-94251100, TWE- 94251200, and TWE-94251400.

6. All gauges and control panel indicator lights must be fully operational, including the following:

a. Voltmeter

b. Ammeter

c. Frequency meter (Hertz meter)

d. Run Hour meter

e. Phase Indicator

f. Fuel Level Indicator (if installed)

g. Oil Pressure gauge

h. Engine coolant temperature gauge

i. Battery Charging System meter (voltage or current)

7. All generators must be Safe to Operate. All safety devices must be fully functional;

to include all manual and automatic emergency shut-off mechanisms. All safety guards, warning labels, and safety related instruction labels shall be properly affixed at all times.

A generator that meets all of the above requirements shall be considered and reported as FMC.

Any generator that fails to meet any of the above requirements is to be considered Non-Mission Capable and reported as such.

GOVERNMENT FURNISHED EQUIPMENT: Equipment in the possession of, or directly acquired by FEMA and subsequently made available to the Contractor.

KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the Contractor’s proposal. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. The Key Personnel are: corporate officers and executives, Site Foreman, Project Manager, and Quality Control Plan (QCP) Manager and generator mechanics.

MAJOR REPAIR: The correction of a malfunction or non-conformance that cannot be accomplished without significant time and /or material, as determined by the TM or COR.

MINOR DISCREPANCY: Problems identified during maintenance checks that do not require significant time or significant materials to correct, such as loose wires or belts, hoses, clamps, coolant additives and other minor adjustments.

OFFEROR: A response to a solicitation that, if accepted, would bind the offeror to perform the resultant contract. Responses to invitation for bids (sealed bidding) are offers called “bids” or “sealed bids.” Responses to requests for proposals (negotiation) are offers called “proposals.”

OTHER DIRECT COSTS (ODC): This cost includes the contractor’s cost for Labor and Materials to perform generator repair of items discovered during an Annual, Periodic Maintenance Service, or Return to Storage. The Contracting Officer or his/her designated representative MUST pre-approve these costs. Travel costs are NOT associated with ODC underneath this contract.

PERFORMANCE WORK STATEMENT (PWS): A document to summarize the work that needs to be done for a contract.

QUALITY ASSURANCE: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

QUALITY CONTROL PLAN (QCP): All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

REPAIR: The correction of a malfunction or non-conformance that cannot be accomplished without significant time and/or material, as determined by the COR.

SOLICITATION: A formal invitation by FEMA to prospective offerors to submit offers to satisfy a Government need. It describes the requirements in sufficient detail to allow prospective offerors to determine their ability to meet that need and to submit a meaningful offer. It also includes the terms, conditions, and instructions under which offers may be submitted and resultant contracts will be awarded.

SUBCONTRACTOR: One that enters into a contract with a prime Contractor who is not a direct employee of the parent company, to include 3rd party vendors and below to which work has been sublet.

SURVEILLANCE: The continual monitoring and verification of status of an entity and analysis of records to ensure specified requirements are being met. Surveillance activities may be delegated to other disinterested parties on behalf of the customer. It may be 100%, statistically-based sampling, qualitative sampling, or the result of discussion with individuals who have first-hand knowledge. It also may include the monitoring of Contractor supplied metrics, available Contractor data, sampling, or surveys.

TECHNICAL EVALUATION: The measurement of a technical proposal against the technical requirements and the rating factors stated in the solicitation. Cost may be considered as an indicator of understanding of technical requirements.

TECHNICAL MONITOR (TM): When more in-depth monitoring is required, the COR can request the CO to delegate responsibilities to Technical Monitors (TM). These individuals will support the COR activities by providing technical expertise to augment the COR actions. However, close working relationships between the TMs and the COR are seminal to ensuring effective Contractor performance. On this solicitation, the technical monitor is the Distribution Center Electric Power Controller.

PART 3: ACRONYMS

CDRL Contract Data Requirement

HAZMAT Hazardous Material

CLIN Contract Line Item Number NLT No Later Than CO Contracting Officer NMC Non-Mission Capable

CONUS Continental United States ODC Other Direct Cost COR Contracting Officer's

OEM Original Equipment

CSP Contract Surveillance Plans OSHA Occupational Safety and Health Administration

DC Distribution Center PWS Performance Work Statement DHS Department of Homeland

PRT Performance Requirement

EPA Environmental Protection A

QA Quality Assurance FAR Federal Acquisition

QASP Quality Assurance surveillance

FEMA Federal Emergency

QCP Quality Control Plan FMC Fully Mission Capable TM Technical Monitor

GFP Government Furnished Property

PART 4: CONTRACTOR DELIVERABLES

4.1 GENERAL

This is a non-personal services contract to provide on-site generator maintenance and repair.

The Government shall not exercise any supervision or control over the contract service providers performing the services herein. The Contractor shall furnish everything required to perform this PWS. The Contractor is solely responsible for compliance with all applicable federal, state, and local laws, regulations, codes, technical manuals, manufacturer's instructions and recommendations and any acceptable commercial practices in the delivery of required services.

4.2 QUALITY CONTROL PLAN

The Contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this PWS. The QCP shall be submitted as part of the technical proposal (Deliverable 1). The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is the means by which they assure that their work complies with the requirement of the contract.

Specific service delivery must be in substantial compliance with the contract requirements and be suitable for the intended purpose of the contract. In order to demonstrate compliance, the QCP will cite specific paragraphs from the PWS.

A. The QCP must include quality controls to meet the following performance requirements:

1. Generator Services

i. Quarterly Run-ups

ii. Annual Services

2. Required Repairs

3. Required Records

4. Personnel Management

5. HAZMAT and Environmental Control Plan

6. Safety Plan

After acceptance of the quality control plan the Contractor shall request the Contracting Officer’s (CO) acceptance in writing of any proposed change to their QC system. (Deliverable 1)

4.2.1 Subcontracting and Other Service Providers

All subcontractor work performed and utilization of other service providers (i.e.: fuel supplier, HM/HW removal, diagnostics services) under this solicitation, will be the responsibility of the Prime Contractor. The Prime Contractor is to be held accountable for all work, inspections and invoices.

4.3 POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Contracting Officer (CO), Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance.

At these meetings the contracting officer will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government and can occur either in person or at an agreed upon location or telephonically.

4.4 PERSONNEL

4.4.1 General Requirements

The Government is authorized to restrict access to any Distribution Center (DC) under the contract of any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

4.4.2 Key Personnel

The Contractor shall provide a project manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer (Deliverable 2). The project manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The project manager or alternate shall be available between 7:00 a.m. to 4:30 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

The contractor must have a comprehensive personnel management plan that supports the requirement and clearly identifies the key personnel by name, position, and responsibilities. The organizational structure should, at a minimum, identify the following key personnel: corporate officers and executives, project manager, site foreman, quality control plan manager, and generator mechanics (Deliverable 2).

Contractor personnel provided in response to this solicitation must have current generator maintenance certification(s). Personnel must also show expertise as documented through submission of resumes; they shall be able to read, write, communicate and understand English at a level necessary to satisfactorily complete the contract requirements stated herein. Contractor personnel shall have proper documentation indicating that they are legally authorized to work in the United States or within a US Territory.

Additionally, personnel (site foreman, QCP manager and generator mechanics) must be Full Time Employee’s (FTE) of the contractor and be assigned on a regular basis to perform services at Distribution Center Caribbean; generator mechanics MUST BE on site during the entire duration of services at DC Caribbean. This will ensure that there is a constant working relationship and that contractor personnel become familiarized with the particular equipment at DC Caribbean. Contractor personnel in response to this solicitation must be certified forklift operators – this documentation is to be included with other personnel document submission at time of the solicitation.

The contractor shall provide proof of appropriate licensing necessary to perform the required services, to include proof of electrical safety training and lockout tag out training for the technicians who will be performing the maintenance and testing. (Deliverable 3).

4.5 SECURITY

The Contractor shall comply with all DHS and FEMA security requirements regarding Contractor access and operations while on FEMA Distribution Sites.

4.6 SAFETY

4.6.1 Hazmat and Environmental Control Plan

The Contractor shall be knowledgeable of FAR Part 23 and comply with Federal, State, and local laws and regulations. The Contractor shall provide a Hazmat Environmental Control Plan (Deliverable 4). The Contractor shall provide an outline of their HAZMAT Control Plan in their technical proposal, furnishing to the CO for approval not later than the kick off meeting at the beginning of contract performance. In addition, a listing of all HM/HW accompanied by their associated safety data sheet (SDS) that will be utilized during the period of performance is required (Deliverable 4). After initial approval, any new HM/HW added to the contract requires approval prior to use on the installation.

The Contractor shall provide hazardous toxic water containment equipment/supplies for use at the generator set staging area and generator set placement sites, and is responsible for remediation of any spills or releases, to include spill kit and secondary containment device(s) on site during services. The Contractor shall be responsible for the recovery and proper disposal of caused fuels, contaminated fuels, filters, rags, batteries, used oils and filters, and all other materials related to the maintenance and service of the generators and all other hazardous materials. (Deliverable 4)

4.6.2 Safety Plan

The Contractor shall comply with all Federal, State, and local authorities having jurisdiction and with safety and fire regulations promulgated by the Department of Labor (OSHA) under Title 29, Section 1910 of the Code of Federal Regulations. The Contractor is solely responsible for compliance and cost of compliance with Federal, State, and local laws and regulations pertaining to environmental protection; occupational health and safety; and the transportation, storage, and disposal of hazardous materials and hazardous waste. The Contractor shall provide an outline for their Safety Plan in their technical proposal, furnishing to the CO for approval not later than the kick off meeting at the beginning of contract performance (Deliverable 4). In performing work under this contract, the Contractor shall:

A. Some classifications of work may require special protective clothing; coveralls safety shoes, and any additional protective clothing per contractor policy, IAW the regulations covering job descriptions. The Contractor shall be responsible for identifying those job classifications requiring protection equipment IAW OSHA standards. An accepted Safety Plan must exist and be followed by the Contractor and employees to ensure the safe operation of tools and equipment. The plan must include, at a minimum, general standards for area operations and for Contractor personnel as well as references to any commercial standards used in the Contractor’s plan. In performing work under this contract, the Contractor shall:

1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

2. Take such additional immediate precautions as the CO may reasonably require for safety and mishap prevention purposes, such as periodic safety classes where employee attendance is mandatory.

3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of the FEMA facilities, Government property, and to provide a safe work environment for the employees.

4. Provide protection to Government property to prevent damages during the period of time the property is under the control or in possession of the Contractor.

5. Include a clause in all subcontracts to require sub-Contractors to comply with the safety provisions of this contract as applicable.

6. Record and report promptly (within one hour) to the designated Government Representative (GR), all available facts relating to each instance of damage to Government property or injury to either the Contractor or Government personnel.

7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the COR, and the CSDO on site

8. If FEMA elects to conduct an investigation of the accident/mishap, the Contractor shall cooperate fully and assist Government personnel in the conduct of investigation until the investigation is completed.

B. The Contractor shall provide written notification to the COR within 24 hours of being notified by any Federal, State, or local agency that a safety law and/or regulation has been violated. This report shall provide at a minimum the following: time and date of occurrence, personnel who discovered the violation, a description of the violation, required corrective action(s), and a projected correction date.

C. Delays either caused by the Contractor's need to comply with laws or resulting from failure to comply with laws shall not excuse failure to complete tasks.

D. The Contractor shall notify the Technical Monitor (TM) and COR within 24 hours of each accident that occurs during DC Caribbean Generator Maintenance and repair service areas that involve injury to a Contractor or sub-Contractor employee. The Contractor shall provide the TM or COR with the following information within 48 hours of the incident:

1. A written description of the accident, including the location of the accident and the names of the individuals involved. Attachment 3_Standard Form 91 (SF-91) will be used as an accident report for any accident involving a government vehicle).

2. Copies of any police reports regarding the accident.

3. Copies of any reports filed with the Contractor's insurance carrier(s) regarding the accident. In addition, within 5 days of the incident, the Contractor shall provide the CO with a summarized explanation of the occurrence and corrective action(s) that have been taken.

E. In the event the Contractor violates Environmental Protection Agency (EPA) or Occupational Health Administration (OSHA) regulations, the Contractor shall be held responsible and shall hold the U.S. Government harmless from any and all administrative and financial involvement. The Contractor shall perform, and is responsible for, all necessary cleanup and treatment costs.

F. Equipment registration may be required on U.S. Government installations. All equipment operated in support of this contract shall be registered, insured, licensed, and safety-inspected in accordance with all Federal, State, and local requirements.

The Contractor shall ensure that appropriate personnel have current driver's licenses as mandated by Federal, State, and local laws.

4.7 TRAVEL

Contractor travel costs will be within the pre-determined Federal Travel Regulation rates – see GSA - http://www.gsa.gov/portal/category/21222.

PART 5: GOVERNMENT DELIVERABLES

5.1 GENERAL

FEMA will manage the DC Caribbean Generator Inventory and keep up-to-date maintenance records in their online database. FEMA will notify the Contractor through verbal and or written guidance to continue or extend operations and notify the Contractor to terminate operations.

FEMA will review invoices for accuracy and integrity. FEMA will issue verbal and or written guidance to meet the services under this contract.

5.2. EQUIPMENT

5.2.1 Government Furnished Equipment (GFE)

No GFE will be provided under this solicitation. The contractor is solely responsible for providing all equipment necessary to perform the requirements as outlined in this PWS.

5.2.2 Generator List

FEMA will provide a comprehensive site inventory (Attachment 4_DC Caribbean Inventory 26 August 2016) for all sites due to the fluidity of FEMA’s mission. The generator list could fluctuate +/- 5% at any of the locations due to procurement or deployment/reassignment. If at any time, the generator list at any of the sites deviates more than +/- 5%, a modification will be issued to reflect the change in numbers. FEMA will track all generator inventory changes in conjunction with the Contractor in order to ensure compliance and will provide updated inventories on an as needed basis to the contractor.

5.3 FACILITIES

FEMA shall provide the Contractor with necessary workspace for the Contractor personnel, i.e.

at the designated FEMA facilities. When and where available, FEMA will provide adequate, heat, light, ventilation, outlets, and electric current. The Distribution Center (DC) will be provided at no charge to the Contractor for the duration of the contract. FEMA may restrict the entry of Contractor personnel onto U.S. Government premises through the use of entry passes.

Irrespective of the issuance of passes on government facilities, Contractor personnel may be subject to search and seizure at the discretion of FEMA. Some FEMA designated facilities may be limited-access military facilities with controlled gate openings and closures. All equipment entering and leaving military installations are subject to being searched. Unscheduled gate http://www.gsa.gov/portal/category/21222 closures may occur at any time and personnel entering or exiting the installation may experience a delay.

5.4 UTILITIES

All utilities at the facility will be available for the Contractor's use in performance of duties outlined in this PWS.

5.5 QUALITY ASSURANCE

The Government shall evaluate the contractor’s performance under this contract in accordance with the PART 9: Performance Requirement Table. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates.

Services performed by the Contractor during the period of this contract shall at all times be subject for review by the Technical Monitor (TM), COR or authorized representative. FEMA may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, FEMA may decrease the number of quality control inspections if merited by performance. FEMA will also investigate complaints received from various customers located at the designated FEMA facilities. The Contractor shall be responsible for initially validating customer complaints. However, FEMA shall make final determination of the validity of customer complaint(s) in cases of disagreement with the customer(s). If the Contractor is in non-compliance of a standard, the Contractor shall correct within 3 business days non-compliance deficiencies at no additional cost to FEMA. Also, FEMA will delay payment of invoices until noted deficiencies are corrected.

5.6 REPORTS

On a weekly basis (NLT COB Thursday), the program office will send to the contractor an updated NMC Report along with readiness tracker. The NMC report is based upon the GMPs submitted to the program office at the completion of services, and is updated by the contractor as needed in terms of coordinating for diagnostic testing from outside vendor and/or part arrival.

The readiness rate is derived also from the GMPs submitted, and reflect a breakdown of each generator class (Alpha, Bravo, Charlie pack & site operations) for each site, as well an overall DC Caribbean readiness rate.

PART 6: SPECIFIC TASKS

6.1 SERVICES (CLIN 0001)

The contractor is required to perform one Annual Maintenance Service and one Quarterly (periodic) Maintenance Services (approximately every 90 days) during the six month period of performance, for all assigned generators as listed on Attachment 4_DC Caribbean Inventory 26 August 2016. The fleet make-up may be adjusted during the performance period, as FEMA deploys or otherwise adjusts the size or location of the fleet. All services must be conducted in accordance with all applicable manufacture’s maintenance services, schedules and recommendations, National/ State/ Local codes, regulations, and acceptable engineering and safety standards.

Annual and Periodic Maintenance Services will be conducted, within eight (8) business days in accordance with a scheduled that will be agreed upon by the Distribution Center, Contractor, and

COR. Under this performance work statement (PWS), contract period of performance, the following service rotation will be followed: 1st scheduled service will be Annual (October 2016);

2nd service (January 2017) will be quarterly service. The Contractor will maintain the FEMA generator fleet at a minimum level of 90% “fully mission capable” each month, for each generator class (Alpha, Bravo, Charlie pack; and site operations) at DC Caribbean with 100% being the targeted goal. Any time the fully mission capable level falls below 90% this will be considered a major contract compliance performance deficiency. Frequent short-term deficiencies of this standard will also be considered a major performance deficiency subject to immediate corrective action. Frequent is defined as two or more short-term deficiencies in the same quarterly period at any location.

6.1.1 Quarterly Maintenance Services

6.1.1.1 Quarterly Run-up

The act of starting a generator and achieving normal ambient operating temperature (no load is applied during run up services) and subsequently allowing the generator to run continuously for at least one (1) hour, if needed the generator may be run for additional time. The overall purpose of the run-up is to identify minor discrepancies or needed repairs, charge the batteries, spot test the mechanical operability, ensure the equipment is safe to operate and is FMC. All fluids are to be topped off during each service. When a generator requires more than 1 gallon of oil or coolant, this will be considered a REPAIR and will be charged accordingly. Any fluid top off, up to 1 gallon will be responsibility of the contractor.

6.1.1.2. Combustion Air Intake System

All generators shall be checked to assure there is no obstruction or restriction of any air inlet. Air filters were last changed in 2015, and therefore are not required to be changed during this period of performance. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

6.1.1.3. Generator Exhaust System

All generators shall be inspected for security, corrosion, mildew and leaks. All generators shall have an exhaust assembly that extends beyond the exhaust manifold and to include a metallic rain cap where necessary. The exhaust should be installed so as to expel gases away from the control panel area and the operator. All turbo charger assemblies (where installed) should be inspected for proper operation, and to ensure the absence of oil leaks and undue noise while under load which would indicate malfunction. Mufflers (where installed) shall be inspected for serviceability, security and corrosion. The generator’s exhaust port shall be made weatherproof by means of a securely fastened, commercially available, rain cap. All mounting hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

6.1.1.4. Generator Fuel System

All generators shall be inspected for fuel leaks, seeps, security, and corrosion.

Integral fuel tanks shall be inspected for security of attachment. All fuel tank lines will be inspected for normal wear and tear. Fuel tank lids, caps and vents shall be inspected for proper fit and functionality, and any evidence of excessive wear and/or corrosion. All fittings and lines shall be inspected for security and serviceability to include chaffing and weather cracking. All fuel lines shall have mating quick-disconnect couplers on both the generator supply and return lines, and the fuel tank supply and return lines. Supply and return lines shall be checked to ensure they are not unduly lengthy, but if found to be so, the contractor shall adjust to a suitable length. All fuel filters & water separator filters will be checked for serviceability during all run-up inspections. Generators must maintain specifications of Department of Transportation regulations regarding transportation of hazardous or flammable materials, located at 49 C.F.R.

§173.220. This is to ensure the ability to ship them in the event of disaster operations. At no time shall the generator be allowed to run out of fuel while in operation during Run-Ups or annual Load Test. Generators damaged as a result of running out of fuel shall be the responsibility of the Contractor and shall be repaired or replaced at the Contractor’s expense. All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition. Upon completion of all oil/lubrication changes the Contractor shall annotate the last date of the oil/lubrication change and hour meter reading by highlighting the information on the filter or component. The only acceptable fuel line replacement(s) are that of fuel lines that have been APPROVED by the site Technical Monitor. No other fuel lines will be acceptable.

6.1.1.5. Generator Electrical Power Production System

All generators shall be inspected to ensure that the generator assembly is securely mounted to the power plant (engine) or the unit’s power takeoff section. The commutation, slip rings, and brushes shall be inspected cleaned and adjusted where required. All cables, leads and wiring shall be inspected for serviceability to include chaffing, weather cracking and security. Electrical tape is not an acceptable repair for any and all repairs of damaged wire or cables. Shrink tubing is the only acceptable shield repair for damaged wires or cables.

Terminals shall be inspected for security and corrosion. Voltage regulators (where included) shall operate in accordance with MFR’s specifications. All other hardware shall be inspected for security and serviceability. All breaker electrical connectors and lugs are to be physically checked during each service.

All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

6.1.1.6. Generator Control Circuit System

All generators control circuit systems shall be inspected to ensure all control devices, rheostats, variable capacitors/resistors, switches and such are fully functional and adjustable through a full range of MFR’s specifications. All wiring and terminals shall be checked for corrosion and security. All knobs and handles shall be checked for security and serviceability. Ignition keys and ignition switches shall be inspected for corrosion and serviceability. All wiring and terminals shall be inspected for security and serviceability. The phase selector switch (where available) shall be inspected for serviceability, security, and functionality. The generator shall be tested for output from all phase variables during each service. All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

6.1.1.7. Generator Gauges and Meters

All generator gauges and meters shall be inspected for serviceability, corrosion, and security. All gauges/meters shall be readable, properly calibrated and their faces not cracked or broken. All wires and terminals shall be inspected for security, chaffing, weather cracking, fraying and corrosion. All gauges and meters shall be functional. This is to include the following, when installed by

MFR:

• Voltmeter or gauge

• Ammeter or gauge

• Frequency meter (Hertz meter)

• Run Hour meter

• Phase indicator

• Fuel level indicator (if installed)

• Oil pressure gauge or meter

• Engine coolant temperature gauge

• Battery charging system meter (voltage or current)

• Fuel leak detected (if installed)

All other hardware shall be inspected for security and serviceability. All minor discrepancies and repairs shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

6.1.1.8. Fuel Indicator Systems

Fuel Indicator System and sending units shall be inspected for security of attachment, to ensure that the glass is not leaking, that all wiring is serviceable (not frayed or chaffing) and that the gauge is providing the proper reading. The sending units shall be inspected to ensure that they are securely mounted, that all electrical connections are tight, that the wiring is not chaffing or frayed and that the sending unit is providing the proper signal. If the fuel gauge is of the float type, gauge shall be inspected for security to ensure that the glass is not leaking, that the float has the full range of travel and the gauge is providing the correct reading. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

6.1.1.9. Generator Cooling System

All generators shall be inspected for damage, leaks, seeps, and serviceability of the fan, radiator, hoses, water pump, thermostat, coolant overflow tanks, radiator cap (Annual pressure test), and associated hardware. The radiator shall be inspected for full flow through operation to ensure that the vents and vanes are not bent clogged or otherwise damaged and the radiator cap is serviceable. The hoses shall be inspected for breakdown, weather cracking, or damage that may affect serviceability. The thermostat shall function in accordance with MFR’s specifications. All coolant shall be tested during the Annual Load Test, and coolant filters will be replaced every three (3) years. Generator Coolant filters and coolant were last changed in 2015, and therefore are not required to be changed under this contract period of performance. The radiator coolant level shall be filled to MFR’s specifications with the proper coolant/antifreeze and water mix. Engine coolant shall be “dip” tested, by means of an approved “industry standard” Litmus Strip tester and/or other industry approved methods (refractometer or float type hydrometer), to determine if the current level of protection falls within FEMA’s requirement of -30 degrees Fahrenheit.

All coolant failures require COR (or designated representative (DC Site Lead)) notification immediately upon discovery. In instances where coolant does not meet FEMA’s requirement but is within rechargeable parameters, the contractor shall add the appropriate amount and type of coolant additive to achieve acceptable results. Coolant that falls outside of rechargeable parameters must be drained and replaced, as well as any/all coolant filters. FEMA will direct coolant change based off of coolant testing thereafter between change periods.

If a generator is required to have its coolant flushed, this will be considered a repair and annotated appropriately on any and all documentation and service records.

6.1.1.10. Generator Battery, Battery Box and Charging System

Only sealed (spill-proof), AGM batteries are to be installed in FEMA generators.

Any lead acid type batteries shall be replaced by the contractor with FEMA approved Gel type battery(s). Installed batteries shall be inspected for security, corrosion, and connection. Batteries shall be load-tested to ensure viability and nominal functionality that they do not leak, and are of the proper ampere rating for the generator into which they are installed. The battery, battery box, and hold down clamps shall be properly installed and checked to ensure the battery is securely anchored. All cables shall be inspected for security, chaffing, weather cracks, and other damage that may affect serviceability. Battery terminals shall be inspected for corrosion buildup and cleaned as required. All battery charging systems shall be visually inspected for frayed, loose, corroded or damaged wiring, and hardware. This is to include fuses, alternators, bridge rectifier assemblies, and reverse current relays. The Solar Charger Panel and components (if equipped) shall be checked to ensure all components are securely affixed to the generator, all electrical connections are free of corrosion, and tested to ensure the system is functioning properly. After each maintenance service is completed; all battery terminals will be covered with a plastic/rubber material to prevent accidental contact with any metal objects. Any generator that is identified as not having battery quick disconnects will have them installed under this contract.

The manufacture information for battery quick disconnects: Tweco Cable Connector(s), NSN’s: TWE-94251100, TWE-94251200, and TWE-94251400.

All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected to MFR’s specifications to ensure system is in serviceable condition. Should any battery be found to be unserviceable, or not in accordance with the aforementioned specifications, the Contractor shall only provide a cost-estimate for its replacement.

6.1.1.11. Damage

The Contractor shall inspect all generators for cracks, dents, serviceable motor mounts, corrosion, mildew, and other damage that may affect serviceability.

6.1.1.12. Doors and panels

The Contractor shall ensure that all doors and panels (safety panels) close properly and all latches and catches function correctly.

6.1.1.13. Tie-downs

The Contractor shall ensure all, associated hardware, and all lifting and securing devices are installed properly and functional.

6.1.1.14. Ancillary Components

The Contractor shall inspect all ancillary, integrated trailers and fuel tanks to insure full functionality i.e. no broken wood or other hanging materials or loose hardware.

6.1.1.15. Hardware

The Contractor shall inspect all other hardware to ensure serviceability and that it is secured within the generator if required. All minor discrepancies shall be corrected on-the-spot to MFR’s specifications to ensure system remains in serviceable condition. In those cases where corrections cannot be accomplished without delay, the contractor shall notify the COR immediately.

6.1.2 Annual Maintenance Services

Includes all services required for Periodic Maintenance Service and has a required total generator run time of minimum 2 hours which includes: load bank (90 minutes) and 30-minue run-time for performing quarterly run-up procedures. Filters and fluids are to be changed prior to the annual run-up.

6.1.2.1. Generator Lubricant System

As part of the Annual Maintenance Service all generators must have the lube oil and oil filter(s) changed, and all fuel filters & water separator filters will be replaced BEFORE Load Bank is to occur. After the filters are changed, all generators shall be run for 30 minutes to ensure there are no leaks in the oil or fuel filter systems.

Below are the APPROVED manufacture list of filters to be installed in FEMA Generators. If the filters are not available, prior arrangement and approval are to be made with the site technical monitor.

Donaldson Caterpillar Fleetguard Wix/Napa

The pre-filling of oil and fuel filters is NOT AUTHORIZED under is solicitation.

All generators shall be checked to assure there is no obstruction or restriction of any air inlet. Air filters were last changed in 2015, and therefore are not required to be changed during this period of performance. If the time/use threshold is exceeded (due to use) then the filter will be replaced.

All grease fittings shall be lubricated in accordance with MFR’s specifications.

All oil pumps and oil lines shall be checked for security, chaffing, fraying, leeks/seeps, and any condition that may affect serviceability. Oil filter cap and oil status dipstick shall be present in serviceable condition. The contractor shall provide all oils, lubricants, and coolant to meet required specifications. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

6.1.2.3. Load Bank Testing

Load bank testing is the process of applying load on a generator and measuring its functionality. In conjunction with the annual service, the contractor shall conduct a resistive load bank test to determine if the generator is FMC. The contractor is to follow the below guideline for load banking of FEMA Generators:

1) 10 minute generator warm-up

2) 5 minutes slowly step up the load to 95% - 100%

3) 60 minutes generator runs at 95% - 100% load

4) 5 minutes slowly remove the load to 0%

5) 10 minute generator cool down TOTAL LOAD BANK RUN TIME 90 minutes

Recordings of AC voltage, current, frequency, oil pressure, coolant temperature, and battery voltage shall be made available to the Site Technical Monitor. In no case, shall the load test be applied at greater than 100% of the maximum kW rating of the generator.

Once the load test is accomplished, any final adjustments and/or required minor repairs can be completed from the results of the load test run. The load test run may need to be repeated as described above, pending the results and adjustments or repairs required from the initial load test run. A technician is required to remain with each generator for the duration of load testing.

At NO time should impact drivers be used on load terminals.

6.2 REPAIRS (CLIN 0002)

While conducting Annual and Periodic Maintenance Services, the contractor may be tasked to carry out all repairs necessary to ensure the generators remain fully mission capable. Repairs will be completed during a service period that is agreed upon by the Contractor, Contracting Officer and the COR. If needed and it is agreed upon the repair will be deferred until the following service for contractor installation. If the required part(s) are not available and need to be ordered, the contractor will order the part(s) and seek reimbursement under the Repair CLIN.

If while still conducting maintenance services, the part(s) arrive it is the contractor’s responsibility to install the part(s). If the part(s) arrive after the contractor’s visit, the Distribution Center Power Controller(s) may complete the installation. For any repairs that are deferred to the following service (complexity of repair) or for a repair that will be completed by the Distribution Center Power Controller, parts are to be delivered within a reasonable amount of time based on the approval of the repair.

In order for the contractor to be reimbursed for repairs under the Repair CLIN (cost reimbursable), the contractor is required to provide the Government a…