P09-Gen SOW 27.docx

D.1 SPECIAL CONTRACT REQUIREMENTS

1. Background. The Phoenix VA Hospital uses standby generators life safety/critical and campus back-up power. During a power outage, generators are brought online to provide uninterrupted power to the entire campus and all critical care areas. All generators shall be maintained and in working condition for the following location: Phoenix VA Health Care System (PVAHCS), 650 E Indian School Rd, Phoenix, AZ 85012.

2. Scope. Contractor shall provide manufacturer recommended maintenance and maintain in good operating condition all on-site equipment detailed in section 6 of the statement of work. All equipment is listed per location. All services requested are the same for each facility except where specified. Equipment with specific maintenance intervals more than 12 months are noted with the year in which the testing is due in the equipment list. The contractor shall provide the following services:

a. Perform comprehensive quarterly inspections on generators in equipment list.

b. Perform comprehensive annual maintenance on generators in equipment list.

c. Perform comprehensive Level I (two hour) annual load bank testing of generators in equipment list.

d. Perform comprehensive Level I (four hour) triennial load bank testing on generators

e. Replace antifreeze every four years in accordance with manufacture specifications

f. Replace generator engine oil annually

g. Assist with on-site load transfer of main station generators

h. Provide Fuel Testing Services on the fuel stored in the tanks listed in section 5.2 for this contract

i. Provide repairs to equipment as required

j. Remove all waste products resulting from testing and maintenance

3. Maintenance, Inspection and Testing.

3.1 Compliance.

3.1.1. The Contractor shall be fully responsible for compliance with all VA, OSHA, local, State, and Federal environmental/ occupational safety laws, rules and regulations example: lockout/tag-out procedures. All national and local safety regulations and guidelines shall be adhered to. This includes proper PPE, OSHA, VA safety recommendations, etc. Work shall be conducted in a manner to afford maximum protection of patients, employees, public, building, facilities and to prevent unreasonable delay or interference with normal hospital activities.

3.1.2 All work for the duration of the contract shall be performed by certified trained technicians. Contractor shall provide a maintenance and inspection schedule for approval by COR within 10 days of contract start date.

3.1.3 Preventative Maintenance inspections will be performed as necessary to meet manufacturer specifications. Oil, oil filters, air filters, fuel filters and testing anti-freeze as required shall be supplied by the contract at no additional charge to the facility.

3.1.3.1 Prior to scheduled month of service, the contractor will confirm with Maintenance & Operations a schedule of the weekdays services are to be performed for approval. Maintenance & Operations will have the authority to reschedule this service with twenty-four hours advanced notice of scheduled time due to emergency and/or prior weather situations.

3.1.3.2 The contractor will inspect, adjust, lubricate, clean, repair and test to ensure safe reliable service within all tolerances as required by manufacturer’s specifications. All parts used will be of the original manufacturer's design and specifications or equal.

3.1.3.3 NOTE: Upon discovery of malfunctioning part, Maintenance & Operations staff shall be immediately notified for approval of repairs as detailed in section 3.6

3.2 Maintenance Parts: The contractor will supply all parts, batteries, lubricants, coolant, cleaning supplies and tools required for manufacturer preventive maintenance as a result of normal wear and tear and restore equipment to full performance. All parts and lubricants will meet the original manufacturer’s design specification. The contractor will turn over all non-repairable parts to Maintenance & Operations. Any reconditioned components utilized to make repairs must meet manufacturer’s specifications, be noted on the service slip and have a 90-day warranty. Use of a reconditioned part may only be used with the concurrence and approval of the VA. The government reserves the right to replace recommended parts at government expense utilizing facility maintenance staff.

3.3 Inspections:

3.3.1 Documentation of Services Performed. At the conclusion of the inspection period, the contractor will submit a report to Maintenance & Operations, including the elements of the inspection performed, findings and recommendations. Report shall be submitted electronically to station COR within 10 working days. This report shall be submitted in the form of a checklist or manufacturer performance service ticket, provided all requested information is supplied. All repair work will be documented when service is completed. The contractor must indicate on his repair ticket the specific action taken, all parts replaced, hours of labor required and travel time. equipment serviced must be identified clearly by name and location. This should also be completed when antifreeze is replaced. The Upon completion of service, Maintenance & Operations will sign the service ticket.

sediment (debris, rust), micro-growth (algae) and clarity (emulsification).

3.3.2.2. A sample of fuel will be drawn from the bottom of each emergency supply tank to determine visual fuel condition. Fuel sample inspections shall be drawn from multiple fuel tank aces points into the belly tank, where additional ports are available.

3.3.2.3. A written Fuel Status Report shall be submitted with findings and suggestions not later than 10 working days after completion of service.

3.3.2.4. Immediate notice (defined as within 24 hours of identification) shall be given to the Boiler Plant supervisor on any condition that presents a hazard or that may directly affect fuel performance.

3.3.2.5. Record fuel levels, using equipment fuel level monitoring system and or manual fuel measuring guide and provide these levels with the above written Fuel Status report

3.3.2.6. Inspection of fuel inlet/returns lines, fuel fill cap(s) and general housekeeping practices.

3.3.2.7. A corrective action service quote shall be provided for approval for additional cost(s) to address any out of normal conditions.

3.4 Testing: After completion of maintenance, the system shall be operated by the Contractor to ensure all components meet required standards as outlined in manufacturer’s specifications. All components and controls shall be checked and adjusted if necessary or applicable.

3.4.1 Service will include oil replacement for each generator annually per NFPA 110, Annex A. Purchase of oil will require a contract modification after the base year. Contractor should bid for the cost of changing oil for the base year. Completion of oil change should be planned for the first quarterly visit.

3.4.2. Fuel testing will completed in accordance with The Joint Commission standards, NFPA codes and ASTM D975 standards as they apply. For each fuel tank a fuel sample shall be processed to include the following.

Flash Point, °C, min.

Water and Sediment, % vol, max Distillation Temperature, °C90 %, % vol recovered Kinematic Viscosity, mm2/S at 40°C Ash % mass, max Sulfur, ppm (μg/g)G max Copper strip corrosion rating, max (3 h at a minimum control temperature of 50°C) Cetane number, minI Cetane index, min

(2) Aromaticity, % vol, max Ramsbottom carbon residue on 10 % distillation residue, % mass, max Lubricity, HFRR @ 60°C, micron, max Conductivity, pS/m or Conductivity Units (C.U.), min

A report of problem areas along with suggested action shall be submitted along with a corrective action service quote for approval for additional cost(s) to address the lab report(s) recommendations.

3.5 Service Calls. Notification and Response Time. The contractor must provide an emergency telephone number for purposes of accepting service calls, available 24 hours a day, 7 days a week. Maintenance & Operations will notify the contractor of equipment malfunction, the nature of the malfunction, and the availability of the equipment. In an emergency, Maintenance & Operations will inform the contractor of the delay and schedule a new availability time. The contractor must acknowledge receipt of notification by calling Maintenance & Operations within two hours of the originating call. The contractor will be on-site to make repairs within two (2) hours of the originating call. The contractor shall restore the equipment to full performance within 24 hours of the originating call and/or have the capability to provide a portable emergency generator of equal capacity. Charges to the VA for generator rental shall originate only upon prior approval being granted by the Contracting Officer.

· PVAHCS: (620) 222-6469

3.6 Over and Above Repairs

Any repair outside of the prescribed preventative maintenance service shall be considered an over and above repair. Upon discovery of a malfunctioning part, the contractor will immediately notify Maintenance & Operations staff. The repair job will not be initiated until approval is obtained and a modification issued by the Contracting Officer. Charges for repair, labor and parts will originate only when required and upon prior approval being granted by the VA. Contracting Officer. At the VA’s option the Contractor may be requested to provide a price quotation for the repair job. The VA has sole discretion to select the Contractor who will provide these repair services and they will be ordered as a separate action (not as a part of this contract).

The COR will approve all after-hour emergency repairs during the next normal working day.

Repair Parts. Contractor shall obtain COR approval to immediately replace all malfunctioning parts outside of normal preventative maintenance to prevent unnecessary down time and to ensure safe operation. The contractor is responsible to provide all necessary parts, components, assemblies, modules and equipment to restore any malfunctioning equipment to full performance within 24 hours of the originating call. If this cannot be accomplished the contractor will provide a rental emergency generator of equal capacity to stand by until the above conditions are met. Repair parts outside of normal preventative maintenance shall be at facility expense.

3.7 Special Tools. The contractor will provide all tools, testing equipment for disassembly, assembly, adjustment, calibrating and other work as required for the performance of this contract.

3.8 Cleanup. The contractor will be responsible for cleaning the work area and equipment upon completion of work. All accumulated rubbish shall be removed.

4. Working Hours. Preventive maintenance work will be performed on weekdays, excluding Federal holidays, during the hospital’s regular weekday working hours. PVAHCS: 6:00 a.m. – 4:30 p.m.

4.1 Identification, Parking, Smoking and VA Regulations:

The Contractor's FSEs shall wear visible identification issued by facility Engineering Boiler Plant Section at all times while on the premises. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. Facilities will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the facilities. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Contractor personnel shall comply will all facility policies regarding health and security measures to enter the facility. Measures may include but are not limited to answering health screening questions, having temperature taken, or any other measures the facility may use to maintain health and safety of public entering facility. Current policies shall be distributed and updated as needed by the COR.

4.2 Escort and Check-in/out: All Contractor personnel working on-site at the facilities shall check in and out per facility designations. Check-in procedures require receiving a temporary badge and completing the necessary information on the vendor sign-in sheet.

· PVAHCS: Maintenance & Operations Administrative area located in Building 2 Room H107-2. Access to work areas and performance monitoring will be provided by VA Maintenance & Operations personnel. After-hours response will be monitored by VA Boiler Plant Operator Utilities Systems Repairer/Operator (USRO) ext. 6469 or the VA Police ext. 6420.

5. Equipment Listing for this Contract

5.1 Generators

6. Contract Security:

Information Security and Privacy Considerations:

· During contract performance, contractor may require access to VA facility, equipment, But, not to VHA information systems, or sensitive data; to maintain or repair equipment.

· In reference to VHA Handbook 6500.6 Appendix A, Block 6. The services provided under this contract does not require the connection of vendor provided software or hardware to a VA computer or network. Therefore, no security accreditation package is required.

· In reference to VHA Handbook 6500.6 Appendix A, Block 7. The services provided under this contract does not require direct access to VA sensitive information, through storage, transmission or exchange. Therefore, the following privacy provisions are required in accordance with VHA Directive 6500 Appendix C.

· (Appendix B) The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information protection, patient privacy, and information system security as delineated in this contract.

VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information is VA TMS training course (VA20939) and must be completed annually by all contract personal performing services at VA facilities two or more consecutive days. Training can be completed at https://www.tms.va.gov/secureauth35/. Proof of training must be provided to COR upon request

ATTACHEMENT A

Pictures

DMT1 DMT2

Caterpillar (bldg. 21)

Kohler 1 Kohler 2

John Deere

Cummins 1 Cummins 2

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