Attachment_2_Performance_Work_Statement_Caribbean_Generator_Maintenance_11-03-14.pdf

RFP: HSFE70-14-R-0041

Attachment 2: 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: GENERAL REQUIREMENTS

2.1 NON-PERSONAL SERVICES

2.2 QUALITY CONTROL

2.3 QUALITY ASSURANCE

2.4 POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS

2.5 KEY PERSONAL

2.6 HAZARDOUS MATERIALS/HAZARDOUS WASTE (HM/HW)

2.7 IDENTIFICATION OF CONTRACTOR EMPLOYEES

PART 3: DEFINITIONS

PART 4: SPECIFIC TASKS

4.1 SERVICES (CLIN 0001, 1001 & 2001)

4.1.1 Periodic Maintenance Services

4.1.2 Annual Maintenance Services

4.2 REPAIRS (CLIN 0002, 1002 & 2002)

4.3 REQUIRED RECORDS (CLIN 0003, 1003 & 2003)

PART 5: OTHER INFORMAITON

5.1. Safety

5.2. Inspection and Acceptance

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5.3. Government Furnished Property

5.4. Security

5.5. Monthly Invoices

5.6. Subcontractor Invoices

5.7. Final Billing

5.8. Travel

5.9. Bonding

5.10 Personnel

PART 6: PLACE OF PERFORMANCE

Distribution Center – Caribbean

PART 7: FEDERAL HOLIDAYS

PART 8: CONTRACT DATA REQUIREMENT LIST (CDRL)

PART 9: PERFORMANCE REQUIREMENTS

9.1 Performance Requirements Summary (PRS)

PART 10: ATTACHMENTS & APPENDIXICES

10.1 ATTACHMENTS

10.2 APPENDICIES

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PART 1: GENERAL

1.1 BACKGROUND

Department of Homeland Security (DHS)-Federal Emergency Management Agency (FEMA) maintains a fleet of approximately 78 generators, stationed at FEMA Distribution Caribbean (Caguas, PR) to support emergency response operations. This generator fleet must be kept Fully Mission Capable (FMC) at all times for rapid deployment requirements.

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 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 1 base year of 12 months and two 12-month option years. The period of performance reads as follows:

• Base year

• Option year one

• Option year two

FEMA reserves the unilateral right to extend the term of this contract at the prices set forth in accordance with the terms and conditions contained in 48 C.F.R. 52.217-9 entitled, "Option to Extend the Term of the Contact."

PART 2: GENERAL REQUIREMENTS

2.1 NON-PERSONAL SERVICES

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.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

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2.2 QUALITY CONTROL

The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which the Contractor ensures that all work complies with the requirement of the contract. After acceptance of the quality control plan the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to the QC plan. (Deliverable 1)

2.3 QUALITY ASSURANCE

The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP), (Attachment 3). This plan is primarily focused on what the Government must do to ensure that 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 rate(s).

2.4 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, 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.

2.5 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 3:30 p.m., Monday through 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). The personnel provided in response to this solicitation must have current maintenance qualification and experience as documented through submission of resumes.

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2.6 HAZARDOUS MATERIALS/HAZARDOUS WASTE (HM/HW)

The Contractor shall provide a Hazmat Environmental Control Plan (Deliverable 3). The Contractor shall furnish to the CO for approval not later than the kick off meeting at the beginning of contract performance, a listing of all HM/HW accompanied by their associated material safety data sheet (MSDS) that will be utilized during the period of performance (Deliverable 3). After initial approval, any new HM/HW added to the contract requires approval prior to use on the installation. The Contractor shall be responsible for the proper disposal of all HM/ HW daily, as well as the training of Contractor personnel in the proper use and disposal of HM/HW. 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 3)

2.7 IDENTIFICATION OF CONTRACTOR EMPLOYEES

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

PART 3: 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

5 | P a g e 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.

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.

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

6 | P a g e 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:

1. Voltmeter

2. Ammeter

3. Frequency meter (Hertz meter)

4. Run Hour meter

5. Phase Indicator

6. Fuel Level Indicator (if installed)

7. Oil Pressure gauge

8. Engine coolant temperature gauge

9. 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.

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.

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

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.

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

7 | P a g e 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: Site Foreman, Contract Manager, and Quality Control Plan (QCP) Manager.

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.

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: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

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.

STATEMENT OF WORK (PWS): A tasking document that specifies effort to be performed by a Contractor.

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

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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 4: SPECIFIC TASKS

4.1 SERVICES (CLIN 0001, 1001 & 2001)

The contractor is required to perform one Annual Maintenance Service and three Periodic Maintenance Services (approximately every 90 days) during each performance period for all assigned generators as listed on the FEMA DC Caribbean Generator Fleet (Appendix 1). The fleet make-up may be adjusted during the performance period, as FEMA deploys or otherwise adjusts the size or location of the fleet. The Government may withdraw, substitute, or make not available for service any generator within the facility fleet if it is determined that it is not in the best interest of the government to service a particular machine. 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 in accordance with a schedule that will be agreed upon by the Contractor and the COR. The schedule will require the contractor to perform the requested services for all generators at Distribution Center Caribbean, with eight (8) business days in which to complete the maintenance services for all generators. The Contractor will maintain the FEMA generator fleet at a minimum level of 90% “fully mission capable” 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.

4.1.1 Periodic Maintenance Services

4.1.1.1 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. 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.

4.1.1.2 Combustion Air Intake System

All generators shall be checked to assure there is no obstruction or restriction of any air inlet. Air filters will be replaced every two (2) years. During the first annual service under this solicitation, 9 | P a g e air filters will be replaced, then every two (2) years thereafter. If the time/use threshold is exceeded (due to use) then the filter will be replaced. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

4.1.1.3. 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.

4.1.1.4. 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.

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

4.1.1.6. 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. 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.

4.1.1.7. 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

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Fuel level indicator (if installed)

Oil pressure gauge or meter

Engine coolant temperature gauge

Battery charging system meter (voltage or current)

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.

4.1.1.8. 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.

4.1.1.9. 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, 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 (the COR maintains a list of when coolant filters were last replaced). 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, 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. During

12 | P a g e the first service (annual), all anti-freeze will be changed out within the generator fleet. FEMA will direct coolant change based off of coolant testing thereafter.

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.

4.1.1.10. Generator Battery, Battery Box and Charging System

Only sealed (spill-proof), Gel type or 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. A separate delivery or purchase order will be executed to replace the battery.

4.1.1.11. Damage

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

4.1.1.12. Doors and panels

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

4.1.1.13. Tie-downs

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

4.1.1.14. Ancillary Components

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

4.1.1.15. Hardware

The Contractor shall inspect all other hardware for security and serviceability. 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.

4.1.2 Annual Maintenance Services

Includes all services required for Periodic Maintenance Service and additionally (this Annual service should have a total generator run time of 1 hour; for the load bank, quarterly run-up and the post filter lube change run done simultaneously providing the fluids and filters are changed prior to any Annual run-up)

4.1.2.1. Generator Lubricant System

As part of the Annual Maintenance Service (always performed prior to load bank testing), all generators shall have the lube oil and oil filter(s) changed, and all fuel filters & water separator filters will be replaced. After the filters are changed, all generators shall be run for 20 minutes to ensure there are no leaks in the oil or fuel filter systems. Air filters will be replaced every two (2) years. During the first annual service under this solicitation, air filters will be replaced, then every two years thereafter. All grease fittings shall be lubricated with grease 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.

4.1.2.2. Load Bank Testing

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. Generators shall be operated for 10 minutes to allow generator warm-up, 40

14 | P a g e minutes to conduct the load applied and load test, and 10 minutes for load removed and run cooled-down period, for a total of 60 minutes. Three phase load shall be applied in step sequence as recommended by the MFR and/or FEMA until minimum load of 80% maximum kW rating of the generator is reached. 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.

4.2 REPAIRS (CLIN 0002, 1002 & 2002)

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 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.

Repair labor rate: NTE 20% of standard labor rate (as offeror provided on Attachment 1: Cost Pricing). Note: rate for repairs shall be rounded to the nearest 15 minutes.

Mark up on materials less than $500: 5% over cost for item. (Invoices must accompany these charges)

Mark up on materials exceeding $500: 5% over cost for item. (Invoices must accompany these charges)

Mark up on outsourced repairs: 5% over cost for the outsourced repair. (Invoice must accompany these charges). Outsourced repairs are any repairs that are not performed by employees of the contracted vendor.

In order for the contractor to be reimbursed for repairs under the Repair CLIN, the contractor shall provide the Government with a cost estimate detailing the required labor costs and the cost for parts PRIOR to conducting any repairs. Once the contractor receives written approval (Attachment 4) from the Government as detailed below, the contractor may begin repairs.

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Repair Cost (Parts & Labor)

Approval Level Notes

$0.01 - $500.00 Technical Monitor (TM) Not to exceed $3,000.00 total per visit

$500.01 - $2,499.99 Contracting Officer Representative

(COR)

N/A

$2,500.00 and above Contracting Officer (CO) N/A

4.3 REQUIRED RECORDS (CLIN 0003, 1003 & 2003)

During the performance of Periodic and Annual Maintenance Services, a Generator Maintenance Profile Sheet (Appendix 2) will be completed by the contractor for EACH GENERATOR to include at a minimum the following information: Total hours run prior to testing, total hours run (during services), total hours run upon completion of testing (load bank run start & stop), oil pressure readings, coolant temperature readings, AC Voltage, frequency output, DC voltage, the results of load tests, filter & fluid information (annual services only) and any and all repairs made or noted for future correction as approved by the COR. Additionally, a written assessment of the operability of each generator shall be recorded on the Generator Maintenance Profile Sheet.

This analysis shall provide a technical evaluation of the unit’s serviceability and recommendations and remarks describing any/all repairs or modifications that were required to render the generator FMC. The completed Generator Maintenance Profile Sheets will be submitted to the Distribution Center Technical Monitor at the conclusion of services (photo copies are acceptable) and to the COR within 1 week of completion of services for final review (Deliverable 4).

PART 5: OTHER INFORMAITON

5.1. Safety

The Contractor shall provide all safety equipment in accordance with OSHA standards including personnel

16 | P a g e wearing reflective gear at staging areas and installation sites during periods of limited visibility. The Contractor shall designate a supervisory person to be present on the site, overseeing the work.

5.2. Inspection and Acceptance

The COR and TM will conduct random inspections to ensure that the generators meet the requirements of the PWS. The Generator Maintenance Profile Sheet, (Appendix 2), will be used by the Contractor as a task guide and by the FEMA representative to evaluate completion of the Contractor's reported work and FMC status.

5.3. Government Furnished Property

The Contractor shall provide all tools and materials necessary to provide Annual and Periodic Maintenance for test purposes. FEMA will make available the following pieces of equipment: auxiliary fuel tanks and resistive load banks, however, the contractor shall not rely on these for purpose of performance. The contractor will be held liable for any damage to GFE. FEMA will provide workspace to effect repairs to include landline phones for local calls.

Equipment Caribbean

Fuel Caddies 6

Load Bank 3 (Avtron: 100kw, 400kw & 700kw)

The contractor is solely responsible for providing all equipment necessary to perform the requirement of the PWS. Note that, any and all equipment including the above referenced fuel caddies and load banks are not always available depending on current mission. Although these items may be made available to the contractor in an “as is” condition, it is ultimately the contractor’s responsibility to ensure it has all the necessary tools, materials, and equipment to perform all services herein.

5.4. Security

The Contractor shall comply with all DHS and FEMA security requirements regarding Contractor access and operations while on FEMA Distribution Sites. References - (HSPD 12) Common Identification Standard for Federal Employees and Contractors, (DHS MD 4300 A) Sensitive System Handbook IT Systems, (EO 10450) Security Requirements for Government Employment.

No Contractor personnel will be allowed access to FEMA Distribution Centers unless they furnish to security satisfactory proof of citizenship, or resident alien documents with a valid work visa permit. All Contractor

17 | P a g e personnel entering the site must have the appropriate and current FEMA identification badge. Contractor personnel will comply with all security requirements (e.g., no weapons, alcohol or contraband allowed on the property, etc.).

5.5. Monthly Invoices

A monthly invoice detailing Generator Maintenance and repair services provided along with a complete breakdown of the charges (i.e.: parts, labor costs, miscellaneous fees and applicable taxes). The report is due by the 1st business day of the next month when invoice payment is submitted.

5.6. Subcontractor Invoices

All work orders and invoices by subcontractor or sublet work must be broken down by cost and properly annotated. Qualifying work that falls under this category would be considered any inspection and/or repairs that are performed by someone who is not a direct employee of the parent company, to include 3rd party vendor and below to which work has been sublet.

5.7. Final Billing

The Contractor will provide a final billing report within ninety (30) days after being released from the contract by the CO/COR regardless of timing and/or circumstance.

5.8. Travel

Contractor is responsible for all travel expenses to and from each of the Distribution Centers to complete regularly scheduled services.

5.9. Bonding

No Bonding is required.

5.10 Personnel

The Government is authorized to restrict access to any Distribution Center 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.

The Contractor shall furnish sufficiently competent, qualified, and certified (as required) personnel to perform all work specified herein. Contractor personnel shall have proper documentation indicating that they are legally authorized to work in the United States. Contractor personnel shall be able to read, write, communicate, and understand English at a level necessary to satisfactorily complete the contract requirements stated herein. 7 days prior to each annual and periodic maintenance service, the Contractor shall provide proof of appropriate certifications, qualifications and 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 5)

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PART 6: PLACE OF PERFORMANCE

Distribution Center – Caribbean Road 1 Km 25.1, Caguas, PR 787.720.4044 Hours of Operation: 7AM – 3:30PM Local Time Monday through Friday

PART 7: FEDERAL HOLIDAYS

The Contractor is responsible for conducting fleet maintenance at the FEMA Facility listed above in PART 6:

Place of Performance between the hours of operation listed, except federal holidays listed below or when FEMA facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. Work scheduled, but not accomplished because of FEMA facilities closure will be accomplished as soon as possible after reopening of the FEMA facilities.

FEDERAL RECOGNIZED HOLIDAYS:

HOLIDAY OCCURRENCE

1. New Year’s Day January 1st

2. Martin Luther King Day 3rd Monday in January

3. Washington’s Birthday 3rd Monday in February

4. Memorial Day Last Monday in May

5. Independence Day July 4th

6. Labor Day 1st Monday in September

7. Columbus Day 2nd Monday in October

8. Veteran’s Day November 11th

9. Thanksgiving Day 4th Thursday in November

10. Christmas Day December 25th

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If these holidays fall on a Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed.

PART 8: CONTRACT DATA REQUIREMENT LIST (CDRL)

Deliverable

Item

PWS

REF.

TYPE WHAT TO INCLUDE HOW

OFTEN/WHEN

TO WHO Format

2.2 Document • Quality Control

Plan

Solicitation Closing Date

Contract Specialist, COR, Contract Officer

PDF

2.5 Document Personnel Management Plan

For Key Personnel:

• Email

• Phone Number

• Address

Kick Off Meeting COR, Contract Officer, Contract

Specialist

PDF

3 2.6 Document • Material Safety Data Sheet

• HM/HW Listing Hazmat Plan

Kick Off Meeting COR, Contract Officer, Contract

Specialist

PDF

4 4.3 Document Generator Maintenance Profile 1 Week of Service Completion

COR PDF

5 5.10 Document • Proof of appropriate certifications, qualifications and licensing necessary to perform the required services

For each Annual, and Periodic Maintenance

Service

COR PDF

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PART 9: PERFORMANCE REQUIREMENTS

9.1 Performance Requirements Summary (PRS): The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum Acceptable Levels of Service (ALS) required for each requirement. These thresholds are critical to mission success.

Performance Objective Standard Performance Threshold

Method of Surveillance

Incentive (Impact on Payments)

PRS # 1.

The Contractor shall provide Annual and Periodic Maintenance Services in accordance with PWS paragraph 4.1

The Contractor provided Annual or Periodic Maintenance Services.

FEMA generator fleet has a FMC rating of 90% or higher each month.

The Weekly FMC report received from the field by the COR the 1st Friday of each month; Customer Complaints

When FMC rate falls below 90%, $500 deduction for each generator not FMC throughout the entire inventory will be assessed. If more than one Customer Complaint is received per PRS/per month, this will result in $1,000 deduction per complaint.

PRS # 2

The Contractor shall perform all agreed upon repairs in accordance with PWS paragraph 4.2.

The Contractor provided repairs as agreed upon.

100% of the repair work is completed.

As validated by the TM, COR, and/or

CO; 100%

Inspection;

Customer Complaints

$500 deduction for each documented instance when a repair is not completed within the agreed upon timeline with the COR/CO. If more than one Customer Complaint is received per PRS/per month, this will result in $1,000 deduction per complaint.

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PRS # 3

The Contractor shall provide a Generator Maintenance Profile Sheet for each generator during the performance of Periodic and Annual Maintenance Services in accordance with PWS paragraph 4.3

The Contractor provided a Generator Maintenance Profile Sheet for each generator during the performance of Periodic and Annual Maintenance Services

95% of the Generator Maintenance Profile Sheets are current, accurate, and complete.

As validated by the TM, COR, and/or CO; Random Sampling; Periodic Inspections

$500 deduction for each documented instance when the profile sheets are delivered late.

$5,000 deduction when less than 95% of the Profile Sheets are not current, accurate and complete.

• FEMA will conduct 10% random sampling at each site within 10 days of completion of services

Random Sampling: Evaluate randomly selected samples of the lot to determine the acceptability of the entire lot.

100 Percent Inspection: Inspect and evaluate performance each time task is performed.

Periodic Inspections: Usually performed by the COR, typically monthly.

Customer Complaints: Complaints must be validated.

PART 10: ATTACHMENTS & APPENDIXICES

10.1 ATTACHMENTS

ATTACHMENT 1: Pricing Sheet to include Base and Option Years ATTACHMENT 2: DC Caribbean Generator Maintenance Performance Work Statement (PWS) ATTACHMENT 3: Quality Assurance Surveillance Plan (QASP)

ATTACHMENT 3A: Monitoring Form ATTACHMENT 3B: Customer Complaint Form

ATTACHMENT 4: Repair Authorization Form

10.2 APPENDICIES

APPENDIX 1: DC Caribbean Generator Inventory APPENDIX 2: Generator Maintenance Profile Sheet (GMP)

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