Generator_MXS_SOW_FINAL__24_Jun_13.doc

Department of Homeland Security

Federal Emergency Management Agency (FEMA)

Emergency Generator Maintenance

STATEMENT of WORK

TXNPSC

24 June 2013

TABLE OF CONTENTS

31. Executive Summary

2. Scope

3. General Requirements

4. Period of Performance

5. Invoicing

6. Employment Eligibility Verification (E-Verify)

7. Administration

8. SECURITY

1. Executive Summary The Texas National Processing Service Center (TXNPSC) located in Denton, Texas is an 82,000 SF facility housing Federal Emergency Management Agency (FEMA) call agents and support personnel. The facility is critical for FEMA mission response during emergencies. When the President declares a disaster, the TXNPSC accepts registrations from individuals for disaster assistance from the designated geographical area via a toll-free telephone number. FEMA is required to ensure the consistent delivery of excellent customer service to disaster survivors requesting assistance under the Robert T. Stafford Disaster Relief and Emergency Assistance Act and must therefore guarantee that services are not interrupted. The TXNPSC has a power feed with the primary source of power coming from the City of Denton. This primary power feed is routed through an automatic transfer switch (ATS). If the primary source of power is lost the ATS will transfer power to an emergency backup generator. The generator is a 575 kVA Stamford AC diesel generator owned by FEMA. The generator supplies power to the lower floor of the facility and the server room and includes HVAC and security systems. The proper inspection and maintenance of the generator is crucial to sustaining TXNPSC operations during power outages.

2. Scope The scope of this contract is to provide quarterly inspections, preventive maintenance and necessary repairs to the emergency backup diesel generator and automatic transfer switch (ATS) located at the TXNPSC at 3900 Karina St. in Denton, Texas. The generator and switch require quarterly preventive maintenance inspections and the generator requires an annual oil and filter change.

2.1 Generator and Transfer Switch Information

Generator:

Stamford AC Diesel Generator

Model HC544E1

575 kVA/460 kw Standby

Engine Model Detroit Diesel 71 Power, 4-cycle

Engine Serial Number C021802/09

Transfer Switch:

Zenith Controls, Inc.

Model No. ZTSH80EC-58AECLPTUW

Serial No. 217592

800 Amps

2.2. Specific Tasks

2.2.1 Contractor shall provide the annual oil and filter change at the 6 month mark after contract award.

2.2.2 Contractor shall provide quarterly inspections and preventive maintenance when required and requested by TXNPSC personnel. Inspections, maintenance and repairs (if required) include, but are not limited to, the items denoted below:

Engine

1. Inspect air cleaner

2. Inspect air intake system

3. Inspect exhaust system

4. Inspect engine starting system

5. Inspect spark plugs, wires, and distributor

6. Inspect battery terminals (clean as needed)

7. Check electrolyte level (refill as needed)

8. Check battery charges for proper charging rate

9. Change batteries

Lubricating System

1. Change oil and filter (at least once a year)

2. Inspect lube oil heater

3. Check for oil leaks

Coolant System

1. Record antifreeze protection level

2. Record DCA level

3. Check coolant level (refill as needed)

4. Inspect clamps and hoses

5. Verify operation of engine block heater

6. Inspect belt condition and tension

7. Check for exterior leaks

8. Verify operation of radiator motor

9. Grease all lubrication points

10. Change DCA coolant filter

11. Drain and flush system (refill per manufacturer’s recommendation)

Fuel System

1. Inspect fuel lines and hoses

2. Inspect day tank and float assembly

3. Check fuel transfer pump

4. Check governor and linkage

5. Check level of fuel in supply tank

6. Drain water from filter/tanks

7. Change fuel filter (per manufacturer’s recommendation)

8. Adjust injectors and valves as necessary

System Test

Run engine and record the following:

Oil pressure

Oil temperature

Voltage

Water temperature

Amperes

Hours

Vibration or noise

Test safety shutdown circuits/alarms

With engine running and load on generator record the following:

Voltage

Amperes

RPM

Calibrate control meters

Verify operation of lamps on panel

Automatic Transfer Switch (ATS)

1. Inspect ATS

2. Check calibration meters

3. Test the ATS

4. Contractor shall provide all equipment, materials and labor for the completion of this task.

NOTE: this list is not all inclusive and the contractor shall inspect any components deemed necessary in accordance with industrial maintenance standards to ensure proper maintenance of the generator.

3. General Requirements

3.1 Contractor Point of Contact (POC): The contractor shall provide a current and accessible POC for contract requirement issues and/or actions throughout the duration of the generator maintenance contract. The contractor shall provide contact numbers and emergency contact numbers.

3.2 Inspection/Repair records: Contractor shall e-mail the Contracting Officer Representative (COR) quarterly inspection/maintenance records and emergency repairs records.

3.3 Repair quote: Contractor shall submit in writing to the COR any recommendations for repairs and will include a brief summary of the work required and a quote for the costs of the repair. Only after approval by the COR or the Contracting Officer (CO) shall repairs be made.

3.4 Response time: Contractor must be available to perform emergency services 7 days a week, 24 hours/day. Response time should not exceed 24 hours for non-emergencies and 2 hours for emergencies.

3.5 OSHA standards: Contractor shall use appropriate equipment and comply with all OSHA standards.

3.6 Certified Technicians: The contractor shall ensure that all personnel are certified technicians and trained in the use, repair and maintenance of the specific equipment provided.

3.7 Hazardous Materials: The contractor shall handle, store, remove, and dispose of hazardous materials in accordance with federal, state, OSHA, and local laws and regulations. Permits for handling and disposal of hazardous materials are the responsibility of the contractor. All hazardous materials used at the generator-maintenance site shall be removed after maintenance has been performed. Only quantities of hazardous materials required to carry out the work for the day will be permitted onsite. The contractor shall remove and legally dispose of all waste and other debris at no additional cost to the Government. In the event of hazardous waste spillage during the performance of this contract, the contractor shall be responsible for its containment, clean up, and related disposal costs at no additional cost to the Government. The contractor shall have sufficient spill supplies readily available on the pumping vehicle and/or at the site to contain any spillage. In the event of a contractor-related release, the contractor shall immediately notify FEMA and take appropriate actions to correct its cause and prevent future occurrences. If the federal, state, or local authorities assess any monetary fine, penalty, or assessment related to the release of any substance by the contractor, his/her employees, or agents during the performance of this contract, the contractor shall be solely liable for its payment, and authorizes FEMA to withhold such for payment and otherwise indemnify and hold FEMA and the Department of Homeland Security harmless.

4. Period of Performance The period of performance shall be for one year beginning on date of award for a 12 month period with four additional one year options.

5. Invoicing

Invoices will be paid Net 30 days after receipt from the contractor of a proper invoice. Invoices shall be emailed to the FEMA Finance Vendor Payments email address below, and the COR and Alternate COR shall be copied on all invoice submissions. If email is unavailable, the contractor shall notify the COR and Alternate COR and mail in the invoice to the FEMA Finance Center. Invoice submittal address and email address information is:

Federal Emergency Management Agency

FEMA Finance Center

PO Box 9001

Winchester, VA 22604

(540) 540-1900

FEMA-Finance-Vendor-Payments@fema.dhs.gov

Invoices shall contain the following information:

a. Contractor name and address

b. Invoice date and number

c. Contract number, contract line item number and order number, if applicable

d. Description, quantity, unit of measure, unit price and extended price

e. Taxpayer ID Number

Payment terms including discounts for prompt payment

Name and address of contractor official to whom payment is being sent (must be the same as that in the contract or in a proper notice of assignment).

Name (where practicable), title, phone number, and mailing address of person to notify in the event of a defective invoice.

Electronic funds transfer (EFT) banking information

Any other information or documentation required by the contract.

See contract clauses for further invoicing instruction.

6. Employment Eligibility Verification (E-Verify)

Executive Order 12989 mandates the electronic verification of all employees working on any federal contract. The contractor agrees that each employee working on this contract shall successfully pass the DHS Employment Eligibility Verification (E-Verify) program, which is operated by the Department of Homeland Security in partnership with the Social Security Administration to establish work authorization.

The contractor must agree that each employee working on this contract shall have a Social Security Card issued and approved by the Social Security Administration. The contractor shall be responsible to the Government for acts and omissions of his own employees and for any subcontractor(s) and their employees.

Subject to existing law, regulations and/ or other provisions of this contract, illegal or undocumented aliens shall not be employed by the contractor, or with this contract. The contractor shall ensure that this provision is expressly incorporated into any and all subcontracts or subordinate agreements issued in support of this contract.

7. Administration The Contracting Officer (CO) has overall authority of the contract. The Contracting Officer’s Representative (COR) will have overall responsibility to ensure the goals and requirements of this contract are met. Primary and Alternate CORs will be designated at the TXNPSC to ensure contract compliance. All issues uncovered during the execution of the contract shall be reported to the CORs. It will be the responsibility of the CORs to ensure the CO has full knowledge of these issues. COR information will be given after contract award.

8. Security

8.1 Contractor Employees: Contractor employees working under the contract shall fall under the guidance prescribed in Homeland Security Acquisition Regulations (HSAR) 3052.204-71 as well as Federal Management Regulation, Title 41, Code of Federal Regulations, Part 102-74, Subpart C, which governs conduct on federal property.

8.2 Visitor’s Pass: All contractors are to report to the Federal Protective Services guards to acquire a visitor’s pass. While on FEMA property and/or inside its premises, all contractor personnel shall wear their visitor’s pass badge above the waist in a visible area and be escorted by a FEMA employee at all times.

8.3 Company Identification: Contractor must ensure employees have company identification.

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