P09. SOW - Generators 3-17-26.pdf

As of 3/17/26

DEPARTMENT OF VETERANS AFFAIRS

CHILLICOTHE, OH VA MEDICAL CENTER

STATEMENT OF WORK

Preventive Maintenance of Emergency/Standby Generators

1. Background Proper maintenance, service, and testing of the Emergency Power System is essential to comply with Joint Commission and Life Safety requirements and is the best assurance that our generators will perform as designed.

2. Scope This contract covers 10 (Ten) emergency generators 3 (three) standby generators and 3 (Three) Mobile generators for annual and semi-annual service, annual load banking of emergency generators and Mobile Generators, annual oil samples, and annual fuel samples. This service is for the Chillicothe VA Medical Center located at 17273 State Route 104, Chillicothe, Ohio, 45601. The contractor shall notify the Point of Contact (POC) or Contracting Officer (CO) regarding any work outside the scope of the contract. Any work outside the scope of this contract shall only be authorized through a separate purchase order (PO) or with an emergency credit card payment. Labor for work performed outside of contract may not exceed $2,500 per occasion and shall only commence AFTER a purchase order number is received.

3. Specific Tasks Table of Emergency/Standby and Mobile Generators to be serviced. Tasks below refer to this table. #

Gen # Model # Serial # KW Manufacture

3 350ROZ81 068257 360 KOHLER

7 150REOZJF 3379GMLR0009 150 Kohler

18 DSGAE-

1509196 F150834197 200 CUMMINS

24 300DFCB E920471721 225 ONAN

31 500REOZVB 2278667 515 KOHLER

210 350REOZJ SGM324PHS 350 KOHLER

211 400REOZJ SGM329VDH 400 KOHLER

259 200REOZJF 339CGMLK0004 200 Kohler

261 600REOZMB 2335681 610 KOHLER

297 230REOZJE 33C3GMLJ0004 230 Kohler

Main 1 1500REOZDC 2243092 1560 KOHLER Main 2 1500REOZDD SGM324JKG 1560 KOHLER Main 3 1600REOZMD 337HGMLL0003 1600 Kohler Mobile Gen 1

DCA-

300SSJU4F3 6090HFGF06 300 John Deere

Mobile Gen 2 TS250-3J P1003310006 250 John Deere

Mobile Gen 3 G500 230226-64 550 Volvo

Model# Serial# KW Manufacturer

Task 1 – Annual load bank (4 hour) – Due Month of January Contractor is to provide all equipment, tools, and labor to load test the emergency generators listed in paragraph 4. The generators shall be tested using a properly sized and certified load bank and cables with qualified and competent employees. A four-hour test is required of each generator using the following specifications.

• 30% of generator name plate rating for 60 minutes followed by

• 50% of generator name plate rating for 120 minutes followed by

• 75% of generator name plate rating for 60 minutes for a total of four (4) continuous hours

• Main 1 Main 2 and Main 3 generators shall not be load tested

Full visual monitoring of the entire test must be performed. Any equipment failures must be reported to the Chief of Engineering and/or Electrical Supervisor. Failures shall be corrected before testing can be completed (see paragraph 2). Load testing report must be delivered to the Chief of Engineering and/or Electrical Supervisor within 5 working days.

Deliverables: Load Bank Testing Report

• Report shall include in the header:

o Date o Address o Gen# /Building(s) served o Make/Model of Generator o Serial Number of Generator o Hour Meter Start/Stop times

• Report shall include in the data:

o Time began test and 15-minute intervals thereafter o Ambient Temp at 15-minute intervals o Generator Frequency at 15-minute intervals o Voltage AB, BC, CA at 15-minute intervals o Amps AB, BC, CA at 15-minute intervals o Oil pressure at 15-minute intervals o Water Temp at 15-minute intervals o KW at 15-minute intervals o Percent of Load at 15-minute intervals

• Report shall include in the footer:

o Comments o Serviced by o Cable length used o Date

Task 2 - Annual Generator Maintenance – Due Month of January

• Annual maintenance shall include:

o Fuel sample analysis o Oil sample analysis (to be done no sooner than 6 months from new oil change) o Lube, oil, and oil filter change o Fuel filter change o Engine tune up with parts o **Air filter and battery replacement** Any air filter or battery replacement shall be quoted at the time of need and paid by PO or with credit card

Deliverables: Annual Maintenance Report Report to be delivered to Chief of Engineering and Electrical Supervisor within 5 working days, except for the oil and fuel analysis reports. Oil and fuel analysis reports shall be delivered after results from lab are received. (Within one Month testing)

Task 3 – Semi-Annual Generator Maintenance – Due Month of July and January Two periodic inspections are required. The first shall be completed with the annual inspection, the next shall be after 6 months of the Annual Maintenance.

• Periodic inspection shall include:

o Inspect air cleaner o Test antifreeze and adjust if necessary o Check the coolant level o Inspect belts and hoses o Check engine heater operation o Check generator set for fuel, oil, and coolant leaks o Check air intakes and outlets o Check transfer tank operation in applicable o Drain exhaust line o Inspect silencer o Check battery charger operation and charge rate o Check battery electrolyte levels and specific gravity - Fill as necessary o Clean battery terminals as necessary o Check generator output voltage and adjust as necessary o Emergency system operation without load transfer o Frequency check and governor adjustment as necessary o Check transfer switch and accessory operation (only with prior VA approval) o Check engine alternator charge rates o Check engine and generator gauge and indicator operation o Check generator set controller operation including shutdown functions o Perform engine checks per manufacturer’s recommendations o **Air filter and battery replacement** Any air filter or battery replacement shall be quoted at the time of need and paid by PO or with credit card Deliverables: Semi-Annual Maintenance Report Report to be delivered to Chief of Engineering and Electrical Supervisor within 5 working days.

4. Quality Assurance The vendor is responsible for ensuring their performance meets the needs of the government as captured in the Statement of Work. The Government will ensure the quality of service through periodic inspection and customer satisfaction. Customer complaints should be addressed with the vendor as needed. When a discrepancy is identified (late completion of task, late delivery of reports, customer complaint of employee conduct, etc.), the vendor shall provide a written corrective action plan. More than three offenses may result in the issuance of a show cause notice.

5. Other Pertinent Information or Special Considerations

Technicians shall be Kohler factory certified to perform all work on any Kohler generator, transfer switch, paralleling switchgear, and all accessories. OEM parts are not required for the contract; however, they shall meet manufacturer specifications. All technicians are required to comply with all applicable OSHA requirements at all times.

6. Place of Performance Place of performance is:

Chillicothe, Ohio Veterans Affairs Medical Center

17273 State Route 104

Chillicothe, Ohio 45601

7. Performance Monitoring

The request is for goods and services to be delivered, installed and operation verified. VAMC COR will be responsible for overseeing project. Final acceptance of completed and installed unit to be determined by VAMC COR in coordination with Electric Shop Supervisor and Chief, Engineering Service.

8. Security Requirements

Contractor will not require access to VA sensitive information to fulfill the terms of the contract.

Contractor will require access to the building and the related building service equipment during normal business hours.

9. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

No government furnished equipment or information is required for completion of this contract.

10. Records Management Obligation

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Chillicothe VAMC records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Chillicothe

VAMC contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Chillicothe VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Chillicothe VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Chillicothe VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Chillicothe VAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Chillicothe VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Chillicothe VAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public Chillicothe VAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Chillicothe VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Chillicothe VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Chillicothe VAMC-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.