Appendix B SOW Low and Medium Voltage Switchgear 2026 -2 .docx

American Consulate U.S.Department of State General Frankfurt

STATEMENT OF WORK FOR

PREVENTIVE MAINTENANCE SERVICE CONTRACT

Contract for the maintenance and inspection of low-voltage and medium-voltage systems including system components United States Consulate Frankfurt In Frankfurt Germany July 25, 2026

Specification of Works (SOW) – Building Electrical Infrastructure

Project: Regular Inspection, Maintenance, and Testing of Electrical Equipment in the Medium-Voltage (MV) and Low-Voltage (LV) Network

Facility Location: US General Consulate, Frankfurt am Main, Germany

Trades: MV Switchgear, LV Switchboard, Battery Systems, Power Transformers, Outdoor Infrastructure

Critical Estimation and Execution Instructions for Bidders:

1. Execution Outside of Regular Business Hours: To prevent any disruption to diplomatic day-to-day operations, all power shutdowns, switchovers, core maintenance tasks, and functional testing must strictly be performed outside of the Consulate’s regular business hours (e.g., nights after 18:00, weekends, or public holidays). Exception: Purely visual inspections of outdoor installations may be performed during the day, subject to prior coordination with the Security Department.

2. Proof of Technical Certifications (Mandatory): The deployed maintenance personnel must possess valid, manufacturer-specific certifications for working on the respective Siemens systems (8DJH/8DH10 MV, SIVACON/SENTRON LV, and GEAFOL/Tumetic transformers) and associated industrial battery/charger systems. Appropriate proof of training must be submitted alongside the bid.

3. Background Checks & Personnel Security Clearance: Due to the diplomatic status of the facility, site access is strictly regulated. The bidder agrees to provide all required documentation for official background checks and security vetting of their personnel upon request. The deployment of unvetted personnel is strictly prohibited.

4. Equipment Inventory: The exact quantities, model designations, manufacturing years, battery types (e.g., VRLA, NiCd), and technical ratings of all assets to be serviced must be taken directly from the detailed inventory list in Appendix A (Detailed Equipment List).

Title 1: Medium-Voltage Switchgear (Siemens 8DJH / 8DH10)

Execution in accordance with DIN VDE 0105-100, DGUV Regulation 3, and Siemens manufacturer specifications. Quantities per Appendix A.

· Item 1.1: Visual Inspection, Environmental Conditions & Labeling

· Inspection of the switchgear room for moisture, dust, debris, and adequate ventilation.

· Inspection of the external switchgear enclosure for corrosion, paint damage, and mechanical deformation.

· Verification that all nameplates, warning signs, and mimic diagrams are complete and legible.

· Item 1.2: SF6 Gas Monitoring & Leak Testing

· Reading, verifying, and logging of all gas density indicators (pressure gauges / ready-to-use indicators).

· Leak testing of valves, bursting discs, and welded seams using leak detection spray or electronic sniffer detectors in case of anomalies.

· Item 1.3: Mechanical Functional Testing & Interlocks

· Testing of all mechanical safety interlocks (circuit breaker / earthing switch / cable compartment door).

· Functional testing of manual operating mechanisms, executing multiple test switching cycles (ON / OFF / EARTH) during the scheduled nightly/weekend shutdown.

· Verification of mechanical position indicators for correct and unambiguous signaling.

· Item 1.4: Auxiliary, Test, and Control Circuits

· Inspection and functional testing of integrated capacitive voltage detecting systems (e.g., LRM systems / CAPDIS).

· Testing of auxiliary switches, shunts/undervoltage releases, and motorized drives (if applicable).

· Item 1.5: Cleaning & Mechanical Preservation

· Cleaning of external surfaces and accessible mechanical guide tracks.

· Lubrication of mechanical drive components using exclusively manufacturer-approved lubricants specified by Siemens.

Title 2: Low-Voltage Main Distribution & Circuit Breakers (SIVACON & SENTRON)

Applies to the SIVACON S8 modular switchboard and SENTRON 3WL, 3WE, and 3WN air circuit breakers. Quantities per Appendix A.

· Item 2.1: SIVACON Cubicle Inspection & Busbar System

· Visual inspection of copper busbar systems (main and vertical busbars) for discoloration or symptoms of thermal overheating.

· Inspection of internal field wiring, terminal blocks, and outgoing cable connections.

· Random torque verification of bolted busbar connections according to Siemens engineering standards.

· Item 2.2: Air Circuit Breaker Maintenance (SENTRON 3WL / 3WE / 3WN)

· Removal of draw-out circuit breakers from their guide frames or isolation of fixed-mounted breakers following operational clearance outside of business hours.

· Arc Chutes: Disassembly, visual inspection for cracks/erosion, and blow-out of carbon soot residues.

· Contact Erosion: Measurement and mechanical verification of main and arcing contact wear according to the SENTRON maintenance manual.

· Mechanism: Cleaning, degreasing, and re-lubricating of the stored-energy spring charging mechanism.

· Item 2.3: Protection Testing & Trip Curve Verification (ETU / Overcurrent Release)

· Testing of Electronic Trip Units (ETU) using specialized Siemens testing equipment (e.g., TD300 / TD400).

· Secondary injection testing to simulate and verify trip characteristics: L (Overload), S (Short-time delayed short-circuit), I (Instantaneous short-circuit), G (Ground fault).

· Logging of measured tripping times and cross-referencing with the Consulate's facility-specific protection settings.

Title 3: DC Auxiliary Power Supply Systems (Battery Chargers & VDC Battery Banks)

Applies to the central DC backup power supplies, battery chargers, and battery banks providing auxiliary/tripping power to the MV and LV switchgear. Quantities and chemistry (e.g., Lead-Acid, NiCd) per Appendix A.

· Item 3.1: Battery Charger & Rectifier Inspection

· Visual inspection of the charger enclosures, ventilation fans, and electronic components for dust accumulation or thermal stress.

· Verification of proper operation of all display indicators, meters, alarms, and remote signaling contacts.

· Measurement and logging of output parameters: Float voltage, boost charge voltage, charging current, and AC ripple voltage.

· Testing and calibration of voltage-limiting circuits and ground-fault detection monitors (DC insulation monitoring).

· Item 3.2: Battery Bank Testing & Cell Maintenance

· Visual inspection of battery racks, containers, and cells for leakage, swelling, corrosion, or sediment build-up.

· Cleaning of battery cell tops, terminal posts, and racks to prevent stray current tracks.

· Checking and re-torquing of all terminal connections to specified manufacturer limits, followed by the application of anti-corrosion grease/protection spray.

· Individual Cell Measurements: Measuring and logging the internal resistance, conductance, and voltage of every individual battery cell in the string.

· Item 3.3: Functional Capacity & Discharge Autonomy Test

· Execution of a brief controlled battery discharge test (load-bank testing or internal conductance profiling) to verify structural battery health and autonomous capacity.

· Verification that the battery bank can securely clear sustained multiple tripping/closing sequences of MV/LV breakers under a simulated power failure.

Title 4: Power Transformers

Applies to cast-resin dry-type transformers (GEAFOL 315 kVA / Siemens 315 kVA) and hermetically sealed oil-immersed transformers (Tumetic 630 kVA / Tumetic 800 kVA). Quantities per Appendix A.

· Item 4.1: Dry-Type Cast-Resin Transformers (Siemens GEAFOL 315 kVA / Siemens 315 kVA)

· Cleaning: Vacuuming and dry cleaning of cast-resin coils, cooling channels, and core supports to remove conductive dust layers.

· Visual Inspection: Checking the cast-resin surface for cracks, tracking marks (partial discharge), or thermal discoloration.

· Accessories: Functional testing of temperature sensors (PT100), the associated digital thermometer unit, and trip testing of alarm/shutdown relays.

· Item 4.2: Hermetically Sealed Oil Transformers (Tumetic 630 kVA / Tumetic 800 kVA)

· Leakage Control: Checking tank welds, gaskets, cooling radiators, and bushings for any oil leaks.

· Oil Level: Verification of the liquid level via the mechanical oil level gauge.

· Protection Devices: Functional testing of the DGPT2 relay (Gas, Pressure, Temperature) or Buchholz relay/thermometer, including signal transmission tests to the control room.

· Item 4.3: Mechanical Terminal Work & Earthing (All Transformers)

· Torque control of all high-voltage and low-voltage connection bolts and terminal busbars.

· Cleaning and inspection of high-voltage bushings and low-voltage busbar connections.

· Verification of the main tank/enclosure grounding connection for low-resistance continuity.

Title 5: Metrological Testing, Thermography & Documentation

· Item 5.1: Insulation Resistance Measurements

· Measurement of insulation resistance (Megger test) on busbar sections and incoming cables in a de-energized state.

· Measurement of insulation resistance of transformer windings (Primary-Secondary, Primary-Earth, Secondary-Earth).

· Item 5.2: Winding Resistance & Earthing Resistance

· Measurement of winding resistance across all steps of the transformer tap changer to detect internal contact anomalies.

· Testing of the overall substation grounding grid resistance according to DIN VDE 0101 / DIN VDE 0105-100 standards.

· Item 5.3: Infrared Thermography (Load Peak Survey)

· Execution of a high-resolution infrared thermography scan on all visible joints, cable lugs, disconnectors, and breaker terminals under actual operational load (performed immediately prior to the nightly/weekend shutdown sequence).

· Item 5.4: Compliance Documentation & Test Labels

· Generation of detailed test reports for each panel, circuit breaker, battery system, and transformer featuring a Nominal/Actual value comparison.

· Affixing legally required test badges (DGUV V3 / DIN VDE).

· Submission of a qualified deficiency report containing prioritized action recommendations for any required repairs.

Title 6: Environmental Management, Disposal & Laboratory Analytics

All tasks must comply with local German environmental legislation (KrWG, NachwV) and must be budgeted as a flat rate or calculated by expenditure.

· Item 6.1: Compliant Disposal of Hazardous Substances and Materials

· Safe transport and environmentally sound disposal of contaminated cleaning materials (e.g., rags containing solvent or soot from breaker cleaning).

· Proper collection and disposal of waste oil, grease residues, or replaced gaskets.

· Battery Disposal: Safe handling, transport, and certified chemical recycling of any defective or replaced battery cells according to the German Battery Act (BattG).

· Provision of all legally mandated disposal certificates and monitoring documents in accordance with the German Circular Economy Act (KrWG).

· Item 6.2: Insulating Oil Sampling & Laboratory Analysis (For Tumetic 630/800 kVA)

· Professional sampling of a representative oil volume from the Tumetic transformers, strictly avoiding environmental contamination.

· Execution of an accredited laboratory analysis of the insulating oil for critical parameters: breakdown voltage, water content, neutralization number, dielectric dissipation factor (tan delta), and interfacial tension.

Title 7: Quarterly Inspection of Outdoor Electrical Junction Boxes (KV Boxes)

Applies to all outdoor cable distribution/junction enclosures (KV Boxes) located on the premises. Billing is processed quarterly (4 site visits per year). Quantities per Appendix A.

· Item 7.1: Quarterly External and Internal Visual Inspection

· Inspection of enclosures for mechanical damage, signs of vandalism, corrosion, and UV-induced material degradation.

· Verification of enclosure seals for functionality, porosity, and tight sealing against heavy rain, moisture, and dust ingress.

· Checking ventilation slots/filter mats for blockages and inspecting interiors for insect/rodent infestation or foreign objects.

· Testing mechanical lock cylinders, hinges, and door stays for smooth operation (including lubrication if necessary).

· Item 7.2: Electrical Visual and Condition Survey

· Visual inspection of internal cable terminations, terminal blocks, and protective earth conductors for tight fit, burn marks, or thermal discoloration.

· Checking for any internal condensation or water pooling within the base/plinth area.

· Item 7.3: Written Condition Report and Defect Logging

· Generation of a detailed, written condition log following each quarterly inspection per individual box (including photographic documentation of anomalies).

· Direct written notification of safety-critical defects or required repairs to the Consulate’s Facilities Management.

Title 8: Optional Services – 24/7/365 Emergency Call-Out Service (Add-on Option)

This item is requested as an optional annual retention fee and will be evaluated separately in the procurement selection process.

· Item 8.1: 24/7/365 Emergency Hotline & Technical Standby

· Provision of a permanently staffed emergency hotline (24 hours a day, 7 days a week, 365 days a year) for reporting acute faults on the switchgear, battery systems, and transformers covered in this scope.

· Item 8.2: Guaranteed Response and On-Site Arrival Times

· Guaranteed phone feedback from a qualified technician within a maximum of 30 minutes following the fault report.

· Guaranteed on-site arrival of a certified field service engineer at the US General Consulate Frankfurt within a maximum of 2 hours after emergency activation (including night, weekend, and holiday hours).

9. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT

9.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Consulate Frankfurt. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees will be given access to the equipment and equipment areas and will be escorted by Consulate personnel where required.

9.2 Personnel Security. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and all required post security forms for all Contractor personnel who will be used on this Contract prior to their utilization. Submission of information shall be made within thirty (30) days of contract award. No technician will be allowed on site without prior authorization. This requirement may also apply to cleared personnel if advance notice of the visit is not provided at least one (1) week prior to the scheduled visit.

9.2.1 Vehicles. Contractor vehicles will be permitted inside the Consulate compound only with prior approval. If vehicle access is required, the Contractor shall submit vehicle information (Make, Model and License Plate Number) to the Contracting Officer’s Representative (COR) at least one (1) week prior to the scheduled visit.

9.2.2 Access Badges. The Government shall issue daily access badges to approved Contractor personnel. Contractor personnel shall visibly display access badges on their uniform at all times while performing services under this Contract. Access badges remain the property of the U.S. Government and shall be returned at the end of each workday or upon request by the Government. The Government reserves the right to deny access to any U.S.-owned or U.S.-operated facility.

9.3 Security Clearances. Security clearances are not required for performance under this Contract.

9.3.1 Protection of Sensitive Information. The Contractor shall comply with all requirements relating to the protection of U.S. Consulate Frankfurt personnel, property, compound information, Sensitive But Unclassified (SBU) information, and any other information generated or encountered during contract performance.

Contractor personnel may be exposed to documents, notices, event schedules, Department of State regulations, conversations, announcements, blueprints, drawings, sketches, notes, surveys, reports, photographs and specifications relating to diplomatic facilities. Such information shall not be disclosed to any unauthorized person.

Documents marked "Unclassified" or "Sensitive But Unclassified (SBU)" shall be handled in accordance with all applicable dissemination and handling restrictions. All markings and warnings appearing on original documents shall be reproduced on any authorized copies.

The loss, compromise or suspected compromise of SBU information, contract-related information, personnel information or diplomatic facility information shall immediately be reported to the Contracting Officer (CO) and the Contracting Officer's Representative (COR).

Photographs of diplomatic facilities or equipment shall not be taken without prior approval of the COR and the Regional Security Officer (RSO). Any approved images shall only be used for the authorized purpose and shall not be further reproduced, distributed or published without written authorization.

Transmission of SBU information or contract-sensitive information via the Internet is prohibited. Approved methods include ProjNet, mail, commercial carrier, facsimile or hand delivery by authorized personnel.

Discussion of U.S. diplomatic activities outside Government facilities is prohibited. Any suspicious contact regarding the project or Contractor personnel shall immediately be reported to the COR and RSO.

The Contractor and its employees shall exercise the highest degree of discretion regarding all matters relating to this Contract. All documents, records, reports and photographs generated under this Contract shall remain the exclusive property of the U.S. Government. No publication, presentation, website posting or other dissemination relating to work performed under this Contract shall occur without prior written authorization of the Contracting Officer. These obligations shall survive expiration or termination of the Contract and shall be incorporated into all applicable subcontracts.

9.4 Standards of Conduct

9.4.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance and integrity and shall be responsible for taking appropriate disciplinary action where necessary. Each Contractor employee shall conduct themselves in a manner that reflects credit upon themselves, their employer and the United States Government. The Government reserves the right to direct the Contractor to remove any employee who fails to comply with these standards. The Contractor shall immediately provide a qualified replacement at no additional cost to the Government.

9.4.3 Neglect of Duties. Neglect of duties is unacceptable. This includes sleeping while on duty, unreasonable delays or failure to perform assigned work, conducting personal affairs during duty hours, or refusing to cooperate in maintaining worksite security.

9.4.4 Disorderly Conduct. The Contractor shall not tolerate disorderly conduct, abusive or offensive language, intimidation, fighting, or participation in activities that interfere with normal Government operations.

9.4.5 Intoxicants and Narcotics. Contractor personnel shall not possess, sell, consume or be under the influence of alcohol, illegal drugs or other intoxicating substances while performing work under this Contract.

9.4.6 Criminal Actions. Contractor personnel may be subject to criminal prosecution as permitted by law. Prohibited conduct includes, but is not limited to, falsification of official records, destruction of Government documents, theft, vandalism, unauthorized use of Government property, misuse of Government credentials, security violations, gambling and misuse of weapons.

9.4.7 Key Control. Contractor personnel will not be issued Government facility keys. Keys required for performance of work shall be checked out by an authorized Government escort on the day services are performed.

9.4.8 Notice to the Government of Labor Disputes. The Contractor shall immediately notify the COR of any actual or potential labor dispute that may delay or otherwise affect timely performance under this Contract.

10. SCHEDULED PREVENTIVE MAINTENANCE

10.1 General

10.1.1 The Contractor shall perform preventive maintenance as outlined in Appendix B – Statement of Work. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration while the units are in operation.

10.1.2 The Contractor shall inventory, supply and replace expendable parts that have become worn through normal wear and tear. The Contractor shall maintain an adequate inventory of expendable and common maintenance parts on site to support routine preventive maintenance. The Contractor shall also provide all appropriate tools, testing equipment, safety footwear and apparel, personal protective equipment (hand, hearing and eye protection), Material Safety Data Sheets (MSDS/SDS), cleaning materials and oil spill containment kits.

Following each maintenance visit, the Contractor shall inventory all maintenance materials, replenish consumed items and ensure that replacement supplies are delivered to the site. All maintenance materials shall be new, industry standard, suitable for the intended application and OEM approved where applicable. Refrigerants shall comply with AHRI Standard 700-2015 or the latest applicable AHRI Standard.

10.1.3 Exclusions. This Contract does not include repairs involving replacement of major hardware components such as bearings, pistons, piston rings, crankshafts or gears. Such repairs shall be separately quoted by the Contractor for Government review and approval. The Government reserves the right to accept or reject the quotation and to procure replacement parts from alternative sources. Where Government-furnished spare parts are provided, the Contractor shall install such parts if awarded the work under a separate purchase order. This exclusion does not apply where repairs are required due to Contractor negligence.

10.1.4 Replacement or repair of any electrical or electronic component shall require prior written approval from the Contracting Officer's Representative (COR). Components installed without prior approval shall be removed and replaced at no additional cost to the Government.

10.1.5 Stocking of recommended repair parts shall be at the discretion of the COR and will depend upon the availability of the equipment manufacturer's distributor or dealer. The Contractor shall obtain a manufacturer-recommended spare parts list and submit it to the Facility Manager for Government procurement consideration.

10.2 Checklist Approval

The Contractor shall submit to the COR a preventive maintenance schedule together with a detailed checklist describing all maintenance tasks to be performed. The checklist shall be approved by the COR prior to commencement of Contract performance.

10.2.1 The Contractor shall provide qualified technicians to perform preventive maintenance at the frequencies specified in Exhibit A and on all equipment identified in this Statement of Work. Upon completion of each maintenance visit, the technician shall sign each checklist item and provide a signed copy to the COR or the COR's designated representative.

10.2.2 The Contractor shall perform all preventive maintenance recommended by the equipment manufacturer, including all maintenance procedures identified in the applicable manufacturer's operation and maintenance manuals.

10.2.3 The Contractor shall obtain and maintain on site the manufacturer's Operation and Maintenance (O&M) manuals for all covered equipment. These manuals shall be maintained in a location readily accessible to Government personnel.

11. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

The Contractor shall provide qualified technicians together with all tools, testing equipment, consumable materials and supplies necessary to perform the preventive maintenance, inspections and testing required under this Contract.

11.1 Contractor-furnished materials shall include, but not be limited to, appropriate tools, testing equipment, safety footwear, protective clothing, personal protective equipment (hand, hearing and eye protection), Material Safety Data Sheets (MSDS/SDS), cleaning materials and oil spill containment kits. Expendable items including hoses, belts, lubricants, chemicals, coolant, air filters, fuel filters, oil filters, generator starting batteries, grease, sealant, thermostats and fuses shall be maintained in the on-site inventory as required under Section 10.1.2.

11.2 Repairs are not included under this Contract. See Section 10.1.3, Exclusions.

11.3 The Contractor shall be responsible for the proper handling and disposal of used oil, fuel, batteries and all other hazardous materials generated during performance of this Contract. Disposal shall comply with all applicable U.S. Government requirements and local laws and regulations. Evidence of disposal through an authorized disposal facility shall be provided to the COR upon request.

12. SOFTWARE, LICENSES AND PASSWORDS

Copies of all software, software licenses, passwords and other configuration information required to operate, maintain or adjust the communications modules or associated equipment shall be provided to the Government upon completion of the work.

13. DELIVERABLES

The Contractor shall provide a typewritten maintenance report to the Post Facilities Manager following each maintenance visit. The report shall include, at a minimum:

a. System information (manufacturer, model and equipment identification).

b. Pass/Fail results for each feature and component tested. Where any device fails, the report shall identify the device type, address and physical location.

c. Comments regarding equipment condition, remaining service life and overall reliability.

d. Complete printout from the system printer, where applicable.

e. Exhaust gas analysis results obtained using an approved gas analyzer.

The following deliverables shall be submitted under this Contract:

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