Scope_of_Work_REVISED.pdf

Y24-191 Emergency Generator Inspection, Maintenance and Repairs for Orange County

Convention Center (OCCC) - West Building

SCOPE OF SERVICES - REVISED

1. BACKGROUND

The Contractor shall provide services for the Inspection, Maintenance and Repair of Emergency Generators and Automatic Transfer Switches (ATS’S), Day Tank Inspections and fuel analysis at the Orange County Convention Center, West Building.

2. GENERAL

A. All inspections and load tests shall be in compliance with the current edition of NFPA 70, NFPA 101, NFPA 110 and NFPA 111 guidelines, including fuel regulations for federal, state, and local statutes or the current editions as adopted by Orange County. Laws and guidelines are to be followed for all inspections and load tests, and they shall be done on a Monthly, Quarterly, and Annual basis in accordance with emergency generator and ATS’s specifications. One generator per night may be taken out of service during annual service and load testing.

Please see Attachment A, West Building Emergency Generator Equipment List.

NFPA 110 is a standard that is utilized by Orange County as a reference document. Scheduling of all inspections, maintenance and corrective repairs of generators shall be coordinated through the Orange County Convention Center’s Facility Operations Manager or designee. It is anticipated that 85% to 90% of all work will be accomplished between the hours of 11:00 PM and 5:00 AM, due to Convention Center’s client/ show schedules. The Facility Operations Supervisor or designee may at any time reschedule maintenance due to client schedule changes, at no additional cost to the County. Additional work may be performed during normal working hours of Monday through Friday, 6:00 am to 6:00 pm if it does not conflict with OCCC show schedules.

The monthly load test (building load test) shall last a minimum of 15 minutes and will operate the existing emergency circuits at the specific section of the West Building. At the conclusion of the load test, the electrical panels and system shall be energized back to normal operations.

The annual load (external load test) shall be at least 80% of the rated generator’s capacity and the generator shall operate and be exercised for a minimum of one

(1) hour. At the conclusion of the load test, the electrical panels and system shall be energized back to normal operations. The capacity for each generator is in Attachment A.

B. Periodic maintenance shall include the cost of parts and materials which are considered as normal for the completion of said periodic maintenance. OEM materials shall be used, unless those items are not available. Delivery orders for maintenance shall be issued once a year.

C. Upon completion of scheduled maintenance, the Contractor shall submit to the

Facility Operations Manager or designee, a written report within five (5) working days. This report shall document the condition of each generator, and if https://procurement.opengov.com/governments/321/projects/81463/manage https://procurement.opengov.com/governments/321/projects/81463/manage necessary, a summary of needed repairs above and beyond the normal preventive maintenance of the generator.

D. Needed repairs above and beyond the normal preventive maintenance of the generators shall be supported by a complete breakdown of labor and parts on a quote and submitted to the Facility Operations Manager or designee for approval.

The Facility Operations Manager or designee will evaluate the quote and may choose to negotiate with the Contractor for adjustments to the quoted price. The Orange County Convention Center shall not be responsible for any repairs made without the required prior approval. Delivery orders for additional work shall be issued for each repair.

E. Contractor shall maintain a twenty-four (24) hour, toll free, emergency telephone number in the event of generator failures. This number shall not be answered by an Answering Service after normal working hours. Contractor shall respond to an emergency notification within one (1) hour and shall be on site within three (3) hours.

F. Repairs made to a generator under emergency conditions shall be supported by a complete breakdown of labor and parts immediately after the repair/service has been rendered. The cost of the emergency response should fall within the guidelines of the emergency generator contract. All emergency repairs shall be finalized via the issuance of a delivery order for the agreed amount. In the event additional repairs are needed the Facility Operations Supervisor or designee shall be informed prior to any additional maintenance being perform that was not part of the original emergency repair quoted amounted.

G. Contractor shall provide all safety equipment necessary to accomplish the services provided and shall abide by all Orange County Convention Center safety rules and regulations.

H. Overnight storage of non-County owned tools and/or equipment on Convention

Center grounds or County property is allowed, however the County is not responsible for the storage, loss, damage or theft of said non-County owned property.

3. THE FOLLOWING MAINTENANCE SHALL BE PROVIDED:

A. DAY TANK INSPECTION

Check all day tanks and pumps for proper fluid flow. Make any adjustments that are required.

B. ANNUAL FUEL SYSTEM ANALYSIS

1) A sample of the diesel supply fuel in each one of Orange County

Convention Center’s diesel tanks (100 gallons and above) shall be taken and submitted to a laboratory for analysis annually. If the diesel supply fuel in any one of the tanks receives a negative analysis, that tank’s fuel shall be polished through a polishing process that removes at least 99% of all water and solids greater than five (5) Microns. After fuel polishing, a fuel treatment/stabilizer shall be added to each fuel tank. This treatment shall prevent algae growth, be a moisture inhibitor and provide fuel stabilization. The amount of treatment/stabilizer shall be proportional with the fuel level in the tank. The cost of the fuel analysis shall be billed against line Fuel Recycling (Polishing) Cost per Gallon to Recycle, Additional Services Table. The cost of the polishing and fuel treatment shall be billed per line item Additional Fuel Analysis (Independent Laboratory), Additional Services Table. Labor charges shall not apply.

2) If the Annual Fuel Analysis showed that fuel polishing needed to be performed, the tank or tanks that were polished will be subject to random sampling to confirm the fuel quality. The Facility Operations Manager or designee shall choose at most, two (2) tanks from those that have been polished that will have fuel samples drawn and another analysis done to determine the quality and effectiveness of the fuel polishing and treatment.

This analysis shall be performed by an independent laboratory not affiliated with the Contractor. Both fuel analysis reports shall be presented to Orange County for evaluation. Should either one of the samples taken from the two (2) tanks indicate substandard fuel quality, the Contractor, at no additional cost to Orange County shall repeat the polishing process on that tank.

3) Should the aforementioned situation occur all fuel tanks shall have a second sample drawn and analyzed per these specifications at Contractors cost. If any of these samples indicates sub-standard fuel, that tanks fuel shall be subject to the guidelines mentioned above.

C. ANNUAL COOLING SYSTEM ANALYSIS

The cooling systems of all generators shall be sampled annually and samples sent to a laboratory for analysis. If the analysis on any cooling system confirms coolant is acceptable it shall be brought up to proper level using 50/50 mixture, thus achieving protection to minimum of 30 degrees Fahrenheit. The cooling analysis charge shall be billed per line Additional Cooling Analysis (Independent Laboratory), Additional Services Table. If the coolant must be replaced or adjusted, that cost shall be billed per line item 53. Labor charges shall not apply.

D. ENGINE OIL ANALYSIS

The engine oil of all generators shall be sampled annually and samples sent to a laboratory for analysis of the following: 1) wear metals, 2) particulate count test,

3) spectra exam, 4) insoluble test, 5) viscosity test, 6) flashpoint test. Test results shall be provided to the OCCC in a written report.

Should any analysis yield a negative result, OCCC will require additional testing after the Contractor has performed the required treatment to resolve the original negative test.

4. PERFORMANCE REVIEW AND SCHEDULE

At the end of each 90 day period, the Contractor shall meet with the Center’s Facility Operations Representative to review performance and schedule major testing/repairs for the next ninety (90) day period.

5. BUILDING ACCESS

The Contractor’s personnel shall check in with the Center’ Building Security and Facility Operations Maintenance Coordinator located in the West Building prior to performing any scheduled or emergency maintenance and check out once maintenance has been completed. If maintenance is performed after standard work hours, Contractor personnel shall check out with the appropriate individual from Facility Operations or with security if no Facility Operations personnel are available. This requirement applies to all work. The Contractor is not authorized access to any building area without obtaining permission.

6. NUMBER OF INSPECTIONS

Monthly inspections/maintenance are listed as a quantity of eight due to the one annual and three quarterly inspections/maintenance being performed instead.

7. SUBCONTRACTORS

The Contractor is responsible for performing all services under the contract. Projects requiring services not normally included in repairs may be subcontracted. Approved subcontracted services shall be reimbursed at cost with back-up documentation. Service tickets and third-party invoices shall be submitted for subcontractor charge verification.

The Contractor’s failure to obtain written approval and supply back-up documentation with the Contractor’s invoice for these services may result in delays and/or non-payment by the County for subcontracted services.

8. SECURITY AND IDENTIFICATION

Background and Drug Screen Requirement and Annual Updates. The Contractor shall provide a Level 1 (5 years) background check and a drug screening for its employees eligible to work under this contract at the OCCC and shall provide this list of such employees to the OCCC Security Division, Sandra.Dailey@occc.net upon successful completion background and drug screen requirement in order for the employee to be eligible to work at the OCCC. The background checks and drug screenings shall be dated no earlier than ninety (90) days prior to contract start date.

The Contractor shall provide background checks and drug screens at no cost to OCCC. Background checks and drug screenings shall be performed and must be updated for each employee on an annual basis, at no additional cost to the OCCC, throughout the contract and shall include:

a. Identification Verification

b. Selective Service Status, if applicable (registered/unregistered)

c. FDLE Automated Criminal Record

d. Clerk of Courts by County of Residence

e. Employment Verification

f. DMV by State of Residence mailto:Sandra.Dailey@occc.net

g. Military service verification, if applicable

h. Professional License & Certification Check

i. Drug Screen – Five Panel to include:

• Amphetamines

• Cocaine Metabolites

• Marijuana Metabolites

• Opiate Metabolites

• Phencyclidine

j. Sex offender registry

A. The Contractor shall ensure that all vehicles used by their staff are properly identified with the companies name and logo.

B. The Contractor shall remove from Convention Center premises any of its employees who, in the opinion of the County’s Representative, or designee, is not performing the services in a proper manner, or who is incompetent, disorderly, abusive, dangerous, disruptive, or does not comply with the rules and regulations of the County. The Contractor shall in no way, interpret such removal to require dismissal or other disciplinary action of the employee. Employees shall not use controlled substances, unless prescribed, nor illegal substances, and shall not use alcohol on the Center premises. The Convention Center Representative will request that anyone suspected of working under the influence of alcohol or controlled substances be removed from the workplace.

C. OCCC Photo Identification Badges will be issued on an as-needed basis for the Contractor’s employees that have successfully passed their background check and five panel drug screen check. Badges are the property of the OCCC. Each lost and/or misplaced badge will result in a $50.00 replacement fee, payable to the OCCC. In addition, all badges that are not returned to the Security Division or Badging Office within 5 business days upon termination of the Contractor's employee, expiration of the badge date, or conclusion of a project or term contract, will be subject to the $50.00 fee.

Payment should be taken to the Business Services office prior to obtaining the replacement badge (receipt must be presented in order to receive a replacement badge). Keys may also be issued to Contractor’s employees on an as-needed basis. All keys are the property of the OCCC. There will be a $50.00 charge per key for all lost and unreturned keys. If multiple cores must be changed due to a missing key, the Contractor shall be responsible for all the core changes. Core changes are $50.00 per core.

9. INVOICING REQUIREMENTS

A. Upon delivery and acceptance of service, all supporting documentation shall be submitted with a properly executed invoice to the applicable Fiscal Department.

The Contractor shall reference the contract number and the corresponding Purchase/Delivery Order number on all invoices. Line items on invoices shall correspond with delivery order line items, unless otherwise agreed to by County in writing.

At a minimum, an invoice shall contain the following information:

□ Purchase/Delivery order number and Contract Number

□ Date of services

□ Labor category and supporting documentation (work order, service tickets)

□ Line items per the delivery order

□ Service location

□ Subcontractors (reimbursement at cost)

• Service tickets and third-party invoices shall be submitted for subcontractor charge verification. The Contractor’s failure to obtain written approval and supply back-up documentation with the Contractor’s invoice for these services may result in delays and/or non-payment by the County for subcontracted services.

B. Emergency and “as-needed” services/work shall be invoiced separately. Invoices shall itemize labor per contract pricing.

C. The Contractor shall provide a copy of the work order and service ticket with the invoice for verification of actual labor hours used on the job. Only properly documented on-site time will be compensated. The work order/service ticket must be signed by the OCCC Facility Operations maintenance coordinator or designee.

D. The County shall review invoices for required information. The County shall have the authority to reject an invoice based on improper invoice format.

E. Contractor shall not invoice the County for any services not accepted by the County. Should the County receive such invoices, they shall be rejected.

F. Unless otherwise authorized by the corresponding department in writing, providing invoices and back-up documentation via e-mail and/or fax is not allowed.

G. The Contractor shall submit monthly statements of unpaid invoices to each department ordering services under this contract.

At a minimum, the statement shall contain the following information:

□ Statement date

□ Invoice numbers

□ Invoice dates

□ Invoice total or unpaid balance if different from invoice total

□ Delivery order number corresponding to each invoice listed

□ Balance carry forward

□ Cumulative outstanding balance

Statements shall be sent to the corresponding ordering department, fiscal department, and contract administrator by the 15th of each month for service performed in the prior month and as requested by the County.

ATTACHMENT A

WEST BUILDING EMERGENCY GENERATOR SPECIFICATIONS

PH4 GENERATOR SPECIFICATION (DOCK 13), GENERATOR 1

Location: SB2.056 Make: Caterpillar Model: 3516 Serial: 25Z04364 Frame: 807; RPM: 1800; Amps: 2630; KW: 1750; Voltage: 480; Ambient: 40 deg C, PH: 3; Encl: Closed Room; KVA Rating: 2187;

Mfg. Date: 1995; Generator Condition: Good

PH4 GENERATOR SPECIFICATON (DOCK 11), GENERATOR 2

Location: SB2.025 Make: Caterpillar Model: 3516 Serial: 25Z04190 Frame: 805; RPM: 1800; Amps: 2104; KW: 1400; Voltage: 480; Ambient: 40 deg C, PH: 3; Encl: Closed Room; KVA Rating: 1750 Mfg. Date: 1994; Generator Condition: Good

PH3 GENERATOR SPECIFICATION (DOCK 10), GENERATOR 3

Location: CB2.002 Make: Kohler Model: 1500ROZD Liquid Cool Serial: 16E001218-0 Frame: 743; RPM: 1800; Amps: 2631; KW: 1750; Voltage: 480 Ambient: 40 deg C; PH: 3; Encl: Closed Room; KVA Rating: 1875;

Mfg. Date: 1994 Generator Condition: Good

PH3 GENERATOR SPECIFICATION (DOCK 7), GENERATOR 4

Location: CB2.042

Model: 1500ROZD71 Liquid Cool Serial: 16E001218-1 Frame: 743; RPM: 1800; Amps: 2255; KW: 1500; Voltage: 277/480 Ambient: 40 deg C; PH: 3; Encl: closed room; KVA Rating: 1875;

Mfg. Date: 1994

PH1 GENERATOR SPECIFICATION (BUILDING 12), GENERATOR 5

Location: Generator Yard, Building 12 Make: Generac Model: 11877280200 Serial: 2105911 Frame: 142034 Chassis ID; RPM: 1800; Amps: 601; KW: 400; Voltage: 277/480 Ambient: 40 deg C; PH: 3; Encl: Open; KVA Rating: 500;

Mfg. Date: May 2010 Generator Condition: fair

PH2 GENERATOR SPECIFICATION, GENERATOR 6

Location: Generator Room

Model: 400RE0ZJB Serial: SGM32C2JH Frame: 433; RPM: 1800; Amps: 609; KW: 405; Voltage: 277/480 Ambient: 40 deg C; PH: 3; Encl: Closed Room; KVA Rating: 506;

Mfg. Date: 2014

PH2A GENERATOR SPECIFICATION, GENERATOR 7

Location: Phase 2A Roof Make: Cummings Model: 334HC4AL/2A Serial: 289898 Frame: 433; RPM: 1800; Amps: 451; KW: 300; Voltage: 277/480 Ambient: 40 deg C; PH: 3; Encl: open; KW Standby Rating: Duty KVA Rating: 375;

Mfg. Date: 1989 Generator Condition: fair

PH1 DIESEL FIRE PUMP SPECIFICATION, DOCK 4

Location: Dock 4 Manufacturer: Clark Make: Diesel Fire Pump Model: DDFP-04AT Serial: 4A-252550

RPM: 1750

Mfg. Date 1981

ATTACHMENT B

WEST BUILDING AUTOMATIC TRANSFER SWITCH INFORMATION

ATTACHMENT C

EMERGENCY GENERATOR FUEL TANK LOCATIONS

WEST BUILDING DIESEL FUEL TANKS

1. 5000 gallon diesel tank for phase 4 generator, exterior of west building parking garage, exit gate.

2. 500 gallon diesel tank for phase 1 generator, exterior of building 12, west building south end inside the fence.

3. 500 gallon diesel fuel tank for diesel fire pump, west building phase 1, loading dock 4 inside fence.

4. 500 gallon diesel fuel tank for phase 2 generator, exterior of phase 2 kitchen, North\West side of west building.

5. 500 gallon diesel fuel tank for phase 2a generator, west building exterior of phase 2a lobby in the flower bed.

6. 300 gallon diesel day tank west building phase 3, dock 7 across from security Rm#

CB2.042EQ.

7. 300 gallon diesel day tank, west building phase 3, dock 10 next to dock 10 fire pumps

Rm# CB2.002EQ.

8. 300 gallon diesel day tank inside generator room, west building phase 4, dock 11 next to dock 10 generator Rm# SB2.056EQ

9. 300 gallon diesel day tank inside generator room, west building phase 4, dock 13 generator RM# SB2.025EQ

10. 25 gallon diesel day tank at dock 4

11. 150 gallon diesel day tank at phase 2

12. 25 gallon diesel day tank at phase 2A