PWS Chelmsford Generator PM.pdf

PERFORMANCE WORK STATEMENT

Caterpillar Generators Preventive Maintenance Services

Department of Veterans Affairs CMOP in Chelmsford, MA

1.0 INTRODUCTION

1.1 BACKGROUND

The VA Consolidated Mail Outpatient Pharmacy (CMOP), located at 10 Industrial Avenue, Chelmsford, MA 01824, provides high-volume, direct-to-patient prescription medication delivery for Veterans across the United States. The Chelmsford CMOP requires preventive maintenance services to ensure its emergency standby generators operate reliably and continuously, providing critical power backup during outages.

1.2 SCOPE

Maintenance and repairs must be performed by a Caterpillar-authorized and certified service provider. Proof of certification must be included with the proposal.

The requirement is to establish a firm-fixed price contract with a duration of one base year and four one-year ordering periods.

1.3 PERFORMANCE REQUIREMENTS SUMMARY

The performance requirements outlined in Section 2.0 are summarized below:

• Quarterly Preventive Maintenance (PM1 and PM2)

• Annual load bank test

• Three-year service

• Battery replacement

• Emergency repairs

2.0 REQUIREMENTS

2.1 EQUIPMENT INFORMATION

All preventive maintenance services shall be performed on the equipment listed below. Both generators must be serviced during the same visit and rotated semi-annually.

MAKE MODEL POWER RATING SERIAL NUMBER

Caterpillar C15 500 kW / 625 kVA C5E04197 Caterpillar C15 500 kW / 625 kVA C5E04198

2.2 QUARTERLY PREVENTIVE MAINTENANCE

All preventive maintenance services shall be conducted on a quarterly basis, comprising three (3) PM1 visits and one (1) PM2 visit annually, in accordance with the guidelines specified in the Caterpillar Operation and Maintenance Manual SEBU7909-09 and the Preventive Maintenance Checklist (Appendix A).

2.3 ANNUAL LOAD BANK TEST

The contractor shall perform an annual two-hour load bank test, in accordance with NFPA 110 Section 8.4.2. A 500-kW load bank must be provided by the contractor. The test will be scheduled in advance with the COR. An electrician is not required due to the quick-connect features.

2.4 THREE-YEAR SERVICE

The contractor shall perform extended maintenance tasks every three years following the guidelines outlined in the Caterpillar Operation and Maintenance Manual SEBU7909-09 and the Preventive Maintenance Checklist (Appendix A).

This service shall be conducted in the Base Year (2026) and Ordering Period 3 (2029).

2.5 BATTERY REPLACEMENT

The contractor shall replace all starting batteries with OEM-approved units. Battery replacement shall be performed in Ordering Period 1 (2027) and Ordering Period 4 (2030).

2.6 MAINTENANCE SCHEDULE

2026 (Base Year) February PM1 May PM1 + Load Bank + 3-Year Service August PM2 November PM1

2027 (Ordering Period 1) February PM1 + Battery Replacement May PM1 + Load Bank August PM2 November PM1

2028 (Ordering Period 2) February PM1 May PM1 + Load Bank August PM2 November PM1

2029 (Ordering Period 3) February PM1 May PM1 + Load Bank + 3-Year Service August PM2 November PM1

2030 (Ordering Period 4) February PM1 + Battery Replacement May PM1 + Load Bank August PM2 November PM1

2.7 SERVICES HOURS

All services shall be performed on Saturday and scheduled with the COR.

2.7 EMERGENCY REPAIRS

The contractor is required to dispatch a technician within four (4) hours of notification of equipment failure or critical deficiency. Should the technician determine that parts need to be ordered, a detailed repair estimate, including all related costs such as parts and labor, must be approved by the Contracting Officer. If the primary generator goes offline, the contractor shall supply an equally capable standby unit at their own expense.

2.8 DOCUMENTATION AND REPORTING

The contractor shall submit NFPA 110-compliant documentation, including dates, technicians, tasks performed, test results, parts replaced, hour meter readings, deficiencies, oil/coolant analysis, and load bank reports. Documentation must be provided to the COR within five (5) business days after each service.

If a deficiency is identified that impacts reliability, safety, compliance, or emergency power availability, the COR must be notified immediately by phone and follow up with written communication within 24 hours. Corrective action plans must be submitted within 48 hours.

3.0 PERFORMANCE STANDARDS

3.1 TIMELINESS

1. The contractor must send a technician within four (4) hours after being notified of equipment failure.

2. All services must be completed on or before their due dates according to the maintenance schedule.

3. All services shall be performed on Saturdays and must be scheduled with the COR.

3.2 QUALITY OF WORK

1. All work performed shall follow Caterpillar Operation and Maintenance Manual SEBU7909-09 and OEM-recommended maintenance specifications.

2. All parts must be brand new and meet OEM specifications. Rebuilt or remanufactured parts will not be accepted.

3. The contractor shall ensure all equipment remains covered by its OEM warranties.

4. The contractor shall provide all materials, supplies, and labor.

5. The contractor shall not perform any service that will result in additional charges without prior approval from the

Contracting Officer.

6. The contractor shall interrupt their work at any time to avoid disrupting facility operations.

7. The contractor shall implement a quality control program to ensure contract requirements are fulfilled.

3.3 SAFETY COMPLIANCE

1. All maintenance activities must adhere to OSHA safety standards and Caterpillar safety guidelines.

2. Maintenance and repairs must be performed by a Caterpillar-authorized and certified service provider.

3.4 CUSTOMER SERVICE

1. The contractor shall maintain communication with the COR regarding maintenance schedules, findings, and any required follow-up actions.

2. The contractor is responsible for documenting and tracking any issues until they are resolved.

3. Immediately notify the COR by phone and follow up with written communication within 24 hours if there is any deficiency affecting reliability, safety, compliance, or emergency power availability. Submit corrective action plans within 48 hours.

4. The COR will document complaints within 24 hours, and the contractor must address them within 24 hours of notification.

3.5 PERFORMANCE REQUIREMENTS SUMMARY MATRIX

TASK INDICATOR STANDARD

ACCEPTABLE

QUALITY

LEVEL

METHOD OF

SURVEILLANCE

Timeliness Schedule adherence rate, average response time

Adhere to maintenance schedules;

respond to emergency repairs within four hours 95%

Review of maintenance schedules and response times

Quality of Work

Compliance rate with OEM specifications, operational tests

Perform maintenance tasks per SEBU7909-09 and NFPA 110; conduct thorough inspections and operational tests following maintenance

100% Random audits and inspections

Safety Compliance

Compliance rate to OSHA and Caterpillar standards, qualification review rate

Contractor personnel must be Caterpillar-authorized service providers; services must comply with OSHA and Caterpillar safety standards

100%

Inspections, safety reviews, and verification of qualifications

Customer Service

Response time, complaint resolution

Timely response to maintenance requests; address complaints within

24 hours 95%

Monitoring response times, review of feedback

Documentation NFPA 110 compliance, submission timeliness

Submit documentation within five business days; immediate deficiency notification with 48-hour corrective plans

100% Audit of records, timeliness tracking

Load Bank Testing

Test completion rate, NFPA 110 compliance

Complete 2-hour annual load bank test per NFPA 110 Section 8.4.2 100%

Test report review and acceptance

4.0 STATION INFORMATION

4.1 STANDARDS OF CONDUCT AND SAFETY

Contract personnel must conduct themselves professionally, avoiding any behaviors that interfere with CMOP operations. Smoking, illegal substances, and weapons are prohibited on Government property. Compliance with OSHA and other applicable laws and regulations is exclusively the contractor's obligation.

4.2 HOLIDAYS

The following Federal Holidays are observed; however, work on these days may be approved upon authorization:

• New Year's Day

• Martin Luther King Jr.'s Birthday

• Washington's Birthday

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Columbus Day

• Veterans' Day

• Thanksgiving Day

• Christmas Day

When a holiday falls on a Sunday, the following Monday is observed. When a holiday falls on a Saturday, the preceding Friday is observed.