Attachment_2_PWS_2Mar2017.pdf

RFP: HSFE40-16-R-0008 Attachment 2: PWS

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Performance Work Statement (PWS)

FEMA On-Site CONUS 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

4.3 POST AWARD CONFERENCE/QUARTERLY PROGRESS MEETINGS

4.4 PERSONNEL

4.4.1 General Requirements

4.4.2 Key Personnel

4.4.3 Tier 4

4.5 SAFETY

4.5.1 Hazmat and Environmental Control Plan

4.5.2 Safety Plan

4.6 SUBCONTRACTING AND OTHER SERVICE PROVIDERS

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

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6.1 SERVICES (CLIN 0001, 1001, 2001, 3001 & 4001)

6.1.1 Quarterly Maintenance Services

6.1.2 Annual Maintenance Services

6.2 REPAIRS (CLIN 0002, 1002, 2002, 3002 & 4002)

6.3 RETURN TO STORAGE (CLIN 0003, 1003, 2003, 3003 & 4003)

6.4 REQUIRED RECORDS

6.5 INSPECTION AND ACCEPTANCE

PART 7: CONFIDENTIALITY AND NONDISCLOSURE

PART 8: SCHEDULE OF DELIVERABLES

PART 9: PERFORMANCE REQUIREMENTS

9.1 PERFORMANCE REQUIREMENTS TABLE (PRT)

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2 March 2017

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 Continental United States (CONUS) Generator’s at the following Distribution Centers (DC): DC Atlanta (Atlanta, GA); DC Frederick (Frederick, MD); DC Fort Worth (Fort Worth, TX), and DC Moffett (Moffett Field, CA). FEMA is required to maintain a fleet of approximately 465 generators at the CONUS locations. Since FEMA is tasked with responding to disasters with minimal launch time, it is essential that FEMA’s generators be fully-mission capable (FMC) at all times. The performance requirement for this contract is a minimum of 90% or higher FMC rate per generator class (Alpha, Bravo, Charlie & Delta pack, and site operations) at each DC; 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 the standards specified in this PWS. Generator Maintenance includes the performance of Annual Maintenance Services, Quarterly Maintenance Services, Return to Storage (RTS) and Required Repairs for the FEMA CONUS generator fleet, as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services.

1.3 PERIOD OF PERFORMANCE

The period of performance shall be for 12 months from date of contract award with four (4) 12-month option periods.

PART 2: DEFINITIONS

CONTRACT: See FAR Part 2—Definitions of Words and Terms

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): See FAR Part 2—Definitions of Words and Terms

CONTRACTING OFFICER’S REPRESENTATIVE (COR): See FAR Part 2—Definitions of Words and Terms

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

DELIVERABLE: See FAR Part 2—Definitions of Words and Terms

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): See FAR Part 2—Definitions of Words and Terms

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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 manufacturer’s recommended (MFR) specifications for Maximum (kilowatt volt-amps (kVA) Output (Prime)) Rating for that unit.

2. Generators must be able to produce manufacturer’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 manufacturer’s 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)

j. Fuel leak detected (if installed)

k. Diesel Exhaust Fluid (DEF) level (if applicable)

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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.

KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process 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 trade-off 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 for this requirement are: corporate officers and executives, Site Foreman (each site), Project Manager (overall), and Quality Control Plan (QCP) Manager (overall) and generator mechanics (each site).

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.

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, Quarterly 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): See FAR Part 2—Definitions of Words and Terms

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: See FAR Part 2—Definitions of Words and Terms

SUBCONTRACTOR: See FAR Part 2—Definitions of Words and Terms and Part 44—Subcontracting Policies and Procedures

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

6 | P a g e 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 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 Powered Support System Mechanic (PSSM).

PART 3: ACRONYMS

CDRL Contract Data Requirement List HAZMAT Hazardous Material

CO Contracting Officer MFR Manufacturer

CDSO Custodial Duty Safety Officer NLT No Later Than

CONUS Continental United States NMC Non-Mission Capable

COR Contracting Officer's Representative ODC Other Direct Cost CSP Contract Surveillance Plans OEM Original Equipment Manufacturer DC Distribution Center OSHA Occupational Safety and Health Administration

DHS Department of Homeland Security PWS Performance Work Statement

EPA Environmental Protection Agency PRT Performance Requirement Table FAR Federal Acquisition Regulation QA Quality Assurance

FEMA Federal Emergency Management Agency QASP Quality Assurance surveillance Plan

FMC Fully Mission Capable QCP Quality Control Plan GFP Government Furnished Property TM Technical Monitor

HM/HW Hazardous Material and Waste

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 the work in 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 requirements of the contract. Specific service delivery must be in substantial compliance with

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

• Generator Services

• Quarterly Run-ups

• Annual Services

• Return to Storage

• Required Repairs

• Required Records

• Personnel Management

• HAZMAT and Environmental Control Plan

• Safety Plan

Any contractor proposed changes to the initial QCP, shall be submitted to the Contracting Officer Representative and Contracting Officer, in writing, in order to be considered for subsequent Government approval (within 72 hours of submission). (Deliverable 1)

4.3 POST AWARD CONFERENCE/QUARTERLY 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 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 overall 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. EST., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

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The project manager is to be available during these times for the following reasons: 1) Billing questions/concerns; 2) part delivery occurs during period of time when contractor is not on site; 3) general questions regarding contract performance; 4) open communication between contractor and program office; 5) any changes due to disaster operations that might affect contract schedule.

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 performing the required support services as identified in this PWS and all attachment provided in response to this solicitation must have current (within last two (2) years) generator maintenance certification(s) –To be considered acceptable and current, generator maintenance certificates must meet the following qualifications: 1) tier 4 generator training from a registered manufacture (i.e.: Cummins, Onan, CAT, MQ Power, Generac) or trainer(s) and 2) certification of paralleling capability training from a registered manufacture or trainer(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.

Additionally, the site foreman and QCP manager and generator mechanics must be Full Time Employee’s (FTE) of the contractor and be regularly available to perform the support services at their identified Distribution Center; generator mechanics MUST BE on-site during the entire duration of services at each given location. Such availability will ensure that there is a constant working relationship and that contractor personnel become familiarized with the particular equipment at their respective DC. Contractor personnel, in response to this solicitation, must include OSHA certified forklift operators (at a minimum there must be at least two (2)) – this documentation is to be included with other personnel document submission at time of the solicitation.

The contractor must hold a State Electrical Contractor License in any of the fifty (50) states. The contractor shall provide proof of appropriate licensing (to include tier 4 and paralleling capability) 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).

4.4.3 Tier 4

FEMA is in the process of transitioning the generator fleet to Tier 4 (FINAL) compliant units. As mentioned above, the contractor is required to be certified and qualified to perform emission compliance requirements for Tier 4 (FINAL) generators. Each generator technician must show that they meet the following certifications and qualifications for Tier 4:

1. Must show that they have been certified to work on Tier 4 engines, as well as have the ability to troubleshoot any issues associated with the engine.

2. Must show that they have the appropriate software/tooling needed to connect to the electronics of the unit to be able to troubleshoot properly.

3. Certification must indicate that the technician has the appropriate training and understanding to follow the below procedures:

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a. For every service, the concentration of the Diesel Exhaust Fluid (DEF) must be tested to ensure it is correct;

b. Before filling DEF tanks with new DEF, required to test the new DEF to ensure correct concentration;

c. If the unit goes into regen mode during service, the unit cannot be shut down until the regen has been completed; if shut down before it has completed, damage can occur – might run an hour longer than the one hour service period;

d. The contractor will be held responsible for any damage as a result of incorrect/improper service procedures;

e. Must adhere to and follow manufacture maintenance guidance – use only the recommended fluids (oil and coolant), filters and Ultra Low Sulfur Diesel (ULSD).

4.5 SAFETY

4.5.1 Hazmat and Environmental Control Plan

The Contractor shall be knowledgeable of FAR Part 23, Subparts 23.1, 23.3, 23.7, 23.8, 23.9, 23.10, and

23.11. The Contractor shall provide a Hazmat Environmental Control Plan (Deliverable 4) to include a listing of all HM/HW accompanied by their associated safety data sheet (SDS) that will be used during the performance of the contract. (Deliverable 4). After initial approval, any new HM/HW added to the contract requires CO 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)

4.5.2 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 the final Safety Plan to the COR and CO for approval at the kick-off meeting at the beginning of contract performance (Deliverable 4).

An approved contractor Safety Plan must exist and be followed by the Contractor and its 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. Additionally when 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.

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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 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.

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.

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.

The Contractor shall notify the Technical Monitor (TM) and COR within one hour of each accident that occurs during CONUS 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 SF91 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

11 | P a g e with a summarized explanation of the occurrence and corrective action(s) that have been taken.

B. 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.

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

4.6 SUBCONTRACTING AND OTHER SERVICE PROVIDERS

All subcontractor work performed and utilization of other service providers (i.e.: fuel supplier, Hazardous Material and waste 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, invoices, and be incompliant with 52.219-14 -- Limitations on Subcontracting.

PART 5: GOVERNMENT DELIVERABLES

5.1 GENERAL

FEMA will manage the CONUS Generator Inventory and keep up-to-date maintenance records in the agency’s 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_Inventory) for all sites due to the fluidity of FEMA’s mission. The generator list could fluctuate +/- 5% at any time during the contract performance due to the procurement or deployment/reassignment of generators, regardless of location. If at any time, the generator list for the site inventories deviates more than +/- 5%, a contract 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 Contractor Personnel with necessary workspace at designated FEMA facilities to perform this effort successfully. When and where available, FEMA will provide adequate, heat, light, ventilation, outlets, and electric current. Designated space within each of the Distribution Centers (DC) will be provided at no charge

12 | P a g e 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 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 Attachment 5_QASP and PART 9: Performance Requirement Table. This plan is primarily focused on what FEMA must do to ensure the Contractor has performed in accordance with the performance standards. 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 outlined in the PWS PART 6, 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 Generator Maintenance Profiles (GMP; see Section 6.4) 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 & Delta pack) for each site, as well an overall CONUS readiness rate.

PART 6: SPECIFIC TASKS

6.1 SERVICES (CLIN 0001, 1001, 2001, 3001 & 4001)

The contractor is required to perform one Annual Maintenance Service and three Quarterly (periodic) Maintenance Services (approximately every 90 days) during each performance period for all assigned generators as listed on Attachment 4_ Inventory). 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.

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Annual and Quarterly Maintenance Services will be conducted, on a rotating basis, within eight (8) business days at each location, in accordance with a schedule that will be agreed upon by the Distribution Center, Contractor, and COR. During the base period of performance, the following service rotation will be followed: 1st scheduled service will be a quarterly service; 2nd service will be Annual (2017) and then the remaining two services will be quarterly services; the cycle will repeat with each extended option year. 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 and Delta pack; and site operations) at each DC 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. Tier 4 Engine System

FEMA Generators are in the process of being converted to the new Tier 4 engine compliant standards. All Tier 4 (FINAL) generators must have the concentration of the DEF (diesel exhaust fluid) tested to ensure that it is correct (via refractometer). Acceptable DEF concentration is:

32.5% urea, and 67.5% water. If the DEF is not within the acceptable concentration, fluid needs to be immediately changed out and replaced with new DEF. BEFORE new DEF is added, it must be tested for the concentration level referenced above to be considered acceptable to add.

If the unit goes into regen mode, once in regen mode the unit cannot be shut down until it has completed regen; if the unit is shutdown prior to this completion, damage can occur to the unit.

The unit going into regen mode could cause it to run longer than the hour service requirement.

All generators that are within Tier 4 (FINAL) compliance, must adhere to and follow manufacturer’s maintenance guidance and only use the recommended filters, fluids (oil and coolant); as well as ultra-low sulfur diesel (ULSD).

6.1.1.3. Combustion Air Intake System

All generators shall be checked to assure there is no obstruction or restriction of any air inlet. Air filters are required to be changed during annual services 2018 (2nd scheduled service under option year 1) and then every two (2) years thereafter during the duration of contract performance. If the time/use threshold is exceeded (due to use), then the filter will be replaced (i.e. Return to Storage). All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

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6.1.1.4. 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 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 Manufacturer’s (MFR’s) specifications to ensure system remains in serviceable condition.

6.1.1.5. 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 those fuel lines that have been APPROVED by the site Technical Monitor. No other fuel lines will be acceptable.

6.1.1.6. 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

15 | P a g e 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.

6.1.1.7. 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.

6.1.1.8. 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)

• Diesel Exhaust Fluid (DEF) level (if applicable)

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.

6.1.1.9. 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

16 | P a g e 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.

6.1.1.10. 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 generator coolant are required to be changed during annual services 2017 (second scheduled service under the base period) and then every THREE years following. 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. As stated above, ALL anti-freeze (coolant) filters AND fluid will be changed during ANNUAL SERVICES 2017. 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.

6.1.1.11. 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: 1) all components are securely affixed to the generator; 2) all electrical connections are free of corrosion, and all components are tested to ensure the system is

17 | P a g e functioning properly. After each maintenance service is completed, all battery terminals will be disconnected to prevent accidental contact with any metal objects. FEMA generators are equipped with battery quick disconnects. 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.

6.1.1.12. Damage

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

6.1.1.13. Doors and panels

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

6.1.1.14. Tie-downs

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

6.1.1.15. 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.

6.1.1.16. 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 Quarterly Maintenance Service (Section 6.1.1) and has a required total generator run time of minimum two (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. Tier 4 Engine System

FEMA Generators are in the process of being converted to the new Tier 4 (FINAL) engine compliant standards. All Tier 4 (FINAL) generators must have the concentration of the DEF (diesel exhaust fluid) tested to ensure that it is correct (via refractometer). Acceptable DEF concentration is: 32.5% urea, and 67.5% water. If the DEF is not within the acceptable concentration, fluid needs to be changed out and replaced with new DEF. BEFORE new DEF is added, it must be tested for the concentration level to be acceptable as mentioned above.

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If the unit goes into regen mode, once in regen mode the unit cannot be shut down until it has completed regen; if the unit is shutdown prior to this completion, damage can occur to the unit.

The unit going into regen mode could cause it to run longer than the hour service requirement.

All generators that are within Tier 4 (FINAL) compliance, must adhere to and follow manufacturer’s maintenance guidance and use only the recommended filters, fluids (oil and coolant); as well as ultra-low sulfur diesel.

6.1.2.2. 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 manufacturer’s 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 Gold

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

All generators shall be checked to assure there is no obstruction or restriction of any air inlet. Air filters are required to be changed during annual services 2018 (2nd scheduled service under option year 1) and then every two (2) years thereafter during the duration of contract performance. If the time/use threshold is exceeded (due to use), then the filter will be replaced (i.e. Return to Storage).

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 and 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…