Sources sought - PWS -WAPA WIDE Oil Testing services.pdf

WAPA AREA POWER ADMINISTRATION

PERFORMANCE WORK STATEMENT

OIL TESTING & ANALYSIS SERVICES (WAPA-WIDE)

1. GENERAL

1.1 Scope

Western Area Power Administration (WAPA) requires a contractor to perform oil testing and analysis services for power transformers, reactors, and oil circuit breakers, as described further in this Performance Work Statement (PWS). All testing shall be accomplished in accordance with the standards established by the American Society for Testing and Materials (ASTM).

1.2 Background

WAPA, part of the U.S. Department of Energy (DOE), is a Federal power marketing administration that markets and delivers reliable, cost-based hydroelectric power and related services within a 15-state region. WAPA is divided into four regions including numerous substations that require the services described in this PWS. The regions are: Upper Great Plains Region (UGP), Sierra Nevada Region (SNR), Desert Southwest (DSW), and Rocky Mountain Region (RMR) as well as the Colorado River Storage Project (CRSP) office in Salt Lake City, UT. WAPA’s mission includes maintenance and operation of the high-voltage transmission system including 80 substations and over 5,400 miles of high-voltage power transmission lines that deliver power from CRSP-MC and over 19 power plants to its wholesale customers.

The required services are a key component of WAPA’s Asset Management Program. Performing oil tests helps determine the reliability, health, and lifecycle of WAPA’s critical assets including transformers, reactors, and oil circuit breakers.

1.3 Location

Services shall be performed at the Contractor’s facility(ies).

1.4 Government Personnel

The Contracting Officer is the individual executing this contract on behalf of the Government and is responsible for the overall administration of the contract. He/she is the only person authorized to make any changes in the prices, terms or other conditions of the contract.

The Contracting Officer’s Representative (COR) is responsible for giving the Contractor any special technical instructions or guidance necessary to ensure contract execution. The COR has no authority to alter the terms of conditions of the contract.

The regional Technical Representatives/Points of Contact (TR/POC) may also give the Contractor special technical direction/guidance necessary to complete the work; however, they have no authority to alter the terms and/or conditions of the contract.

1.5 Contractor Personnel

The Contractor shall provide a staff of fully qualified chemists and technicians capable of performing and certifying the laboratory oil test results, as required by this PWS.

hammans Draft

1.6 Compliance with Regulations

In performing the work required by this Contract, the Contractor shall comply with all applicable Federal, State and local laws and regulations.

The Contractor shall comply with the latest effective standards promulgated by the Department of Labor, Occupational Safety and Health Administration, Safety and Health Standards, 29 CFR 1910 and 29 CFR 1925.

1.7 Materials

The contractor shall provide all materials and supplies to perform the required services, including all oil sampling kits. See paragraph 2.5 below for the procedures and requirements regarding supplying materials.

2. QUALITY CONTROL AND QUALITY ASSURANCE

The Contractor shall perform all services hereunder in compliance with accepted industry standards, guidelines, and practices.

2.1 The Contractor is responsible for quality control and shall utilize its own internal quality control processes in the performance of this contract. The Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the Government’s performance standards outlined in the Performance Requirements Summary (PRS) section (Ref.

Exhibit 1) of this PWS.

2.2 Performance Standards. See PWS Exhibit 1. The PRS is a listing of significant performance objectives with associated performance standards that will be monitored and inspected by Government personnel. Each performance objective represents a critical function as identified by the Government at the time of contract award. The performance standard represents the minimum acceptable level of Contractor performance. The performance objectives and standards represent only the critical components of this Contract, and do not excuse the Contractor from performance of other responsibilities identified in the PWS. All services described in this PWS are subject to inspection/surveillance by the Government.

2.3 Government Surveillance of Contractor Performance. In order to supplement the Contractor’s

QCP, WAPA personnel will verify contractor compliance with essential performance requirements.

The Government may use various methods to perform surveillance of Contractor performance, including customer input, random sampling, periodic inspection, contractor reporting, etc.

2.4 Contract Discrepancy Report (CDR). A CDR (PWS Exhibit 2) will be initiated by the CO or COR if, at any time during the performance, the results of WAPA’s surveillance show the number of observations of unacceptable performance during the period exceeds the threshold specified in the PRS, and the CO/COR determines that the unacceptable performance was not caused by the Government. Instructions for completing the CDR are as follows:

2.4.1 The COR completes Blocks 1 through 6 and sends the form to the CO. Block 6 must include the PRS number corresponding to the discrepancy, the threshold of that PRS item, the number of discrepancies documented, and the PWS paragraph reference describing the Government’s expectations for that PRS item.

2.4.2 The CO evaluates the CDR, and if appropriate, signs it and sends it to the Contractor with a cover letter requesting a response within a specified number of days.

2.4.3 The Contractor must complete Blocks 7 through 10 and return the CDR to the CO within the specified time period on the cover letter.

2.4.4 Upon receipt of the Contractor’s response, the CO, in consultation with the COR, will evaluate the Contractor’s response and take appropriate action. The CO will document the evaluation in Block 11 and action taken in Block 12.

2.4.5 In most cases, the preferred action is re-performance by the Contractor at no additional cost to the Government. If deduction from payment is the appropriate action, the COR and CO will calculate the payment deduction based on the performance period in which the discrepancy occurred. The deduction is taken from the Contractor’s payment as close as possible to the month in which the discrepancy occurred, but not necessarily the same month. The Government should not withhold payment of an invoice while calculating the deduction.

2.4.6 The COR will complete Blocks 13a and 13b. The CO signs the CDR in Block 13c.

These signatures indicate concurrence with the actions taken.

2.4.7 In the event the CO determines that issuance of a CDR is not appropriate; the CO shall document the contract file indicating

3. SCOPE OF SERVICES

3.1 General

Testing shall be performed in accordance with ASTM D-3612-02 Standards as referenced on the bid schedule.

Contractor shall perform the oil testing as specified by each testing request received with the samples sent for testing.

3.2 Minimum Qualifications

Contractor and any subcontractor working on this contract shall have a minimum of five years of experience in performing tests in accordance with ASTM D-3612-02 Standards as referenced on the price list.

3.3 Testing Procedures/Timing

The Contractor shall perform oil testing and analysis services for transformer and circuit breaker oil samples as follows:

3.3.1. Routine (non-expedited) Testing. Upon receipt of annual batches of samples from each WAPA Region (“Order”), the Contractor shall perform the requested tests/analyses and the results shall be received by WAPA within 14 calendar days of receipt of samples/request for testing.

3.3.2. Expedited Testing. WAPA may require expedited testing from time to time due to emergency circumstances. Results on expedited Orders shall be received by WAPA within 24 hours of Contractor’s receipt of samples/testing request. (Unless otherwise specified on the price list)

3.3.3. Same Day Testing. WAPA may require “same-day” testing and results. Samples requiring same-day results that are marked “same-day”, that are received by 10:00 a.m. at Contractor’s facility, shall be processed and the results provided to WAPA the same-day. Tests that are not available for same day testing are notated on price list.

3.3.4. Sample Marking/Requests. Each sample sent for testing shall identify the WAPA Asset Number, the type of Order (Routine, Expedited, Same Day), the type(s) of test(s) (as identified by the Contract Line item on pricing schedule) to be performed, and who the results shall be delivered to (see Section 3.4 below).

3.4. Automated Sample Tracking System

3.4.1. Contractor shall provide an automated tracking system that allows WAPA personnel to view in “real-time” the current the status of their submitted sample

3.4.1.1. Status parameters shall include, at a minimum: Contractor receipt date, testing completion date, results reported date.

3.4.2. The automated tracking system shall link the WAPA asset number to the submitted sample.

3.5. Reporting/Results/Recommendations

3.5.1 Contractor shall provide the oil testing and analysis results and data in all of the formats/delivery methods listed below, an in accordance with the time frames outlined in section

3.3 above:

3.5.1.1. Directly integrate and upload WAPA test results/reports to Delta-X Research’s TOA4 Online on WAPA’s behalf. WAPA's TOA4 application instance (Transformer Oil Analyst - https://www.deltaxresearch.com/toa/)

3.5.1.2 Adobe Portable Document Format (PDF) Format via email to the requestor and the COR and other required parties (list shall be provided after award)

3.5.2 All results shall reference the applicable WAPA Asset Number(s) identified for each sample contained in the Order.

3.5.3. Recommendations: When providing results to WAPA in accordance with 3.5.1. and

3.5.2 above, the following information shall be included in addition to the results of the requested test:

3.5.3.1. Specific Results analysis that addresses any deficiencies or concerns (based upon the current test results).

3.5.3.2. Testing interval recommendations based (based upon the current test results).

3.5.3.3. Any other recommended testing in accordance with current industry standards (based upon the current test results).

3.6. Sample/Test Supply Kits

The Contractor shall supply clean and ready-to-use glass bottles and glass syringes (“Supply Kits”) as part of the Contract. Price of these supply kits shall be at no additional cost.

Upon contract award, the Contractor shall provide a point of contact, name, email address and phone number for requesting sample kits.

The Contractor shall provide an initial supply of Supply Kits to each WAPA region (list will be provided by WAPA upon award). All Supply Kits shall be sent by the Contractor to the respective WAPA location FOB Destination.

The initial supply of sample/test kits shall be shipped within thirty (30) calendar days of contract award, as is estimated as follows estimated at 900 syringes/900 quart bottles per year, for all of WAPA as follows:

Desert Southwest (DSW): 170 syringes, 170 quart bottles Upper Great Plains (UGP): 310 syringes, 310 quart bottles Sierra Nevada (SN): 100 syringes, 100 quart bottles Rocky Mountain (RM): 310 syringes, 310 quart bottles

WAPA will request additional Supply Kits from the Contractor as needed. WAPA may request sample/test supply kits on a routine or expedited basis. Routine sample/test kits shall be delivered to WAPA within seven (7) calendar days of WAPA’s request. Expedited sample/test kits will be delivered within two (2) business days of WAPA’s request. WAPA TRs/POCs may request Supply Kits via email or telephone.

4. MONTHLY INVOICING/TRACKING

Monthly invoicing is authorized. Contractor shall submit one itemized invoice per month for each Region. One invoice per Region, per month is allowed. Monthly regional invoices shall be submitted by the 15th of the day month following the month the testing was performed.

Each invoice shall include a detailed listing of all tests performed during the previous month with each test identified by CLIN and by WAPA Asset Number, as well as the total amount being billed for each Region, and total invoice amount. Each monthly Regional invoice shall include, at a minimum:

1. Test ordered or item ordered (identified by CLIN)

2. WAPA Asset Number.

3. WAPA personnel who made the request.

4. Routine, Expedited; or Same Day.

5. Price.

A yearly Task Order for each Region is funded as a Not-To-Exceed amount. Contractor shall notify the Contracting Officer in writing when any Region has expended 75% of the funded/authorized amount on the respective Regional Task Order.

SEE FOLLOWING PAGES FOR REQUIRED TESTS

B C D

Test name

Transformer DISSOLVED GAS ANALYSIS ASTM D‐3612 Consisting of following components:

Hydrogen (H2) ‐ ppm Methane (CH4) ‐ ppm Ethane (C2H6) ‐ ppm Ethylene (C2H4) ‐ ppm Acetylene (C2H2) ‐ ppm Carbon Monoxide (CO) ‐ ppm Carbon Dioxide (C02) ‐ ppm Nitrogen (N2) ‐ ppm Oxygen (O2) ‐ ppm Total Gas ‐ ppm Total Combustable Gas ‐ ppm Equivalent TCG ‐ % Transformer Physical‐Chemical Consisting of following components:

Moisture in oil ‐ ppm ASTM D‐1533 B IFT ‐ dynes/cm ASTM D‐971 Acid # ‐ mg KOH/g ASTM D‐974 Color # ‐ relative ASTM D‐1524 Visual ‐ string ASTM D‐1524 Dielectric (a) ‐ kV MM‐C ASTM D‐877 Dielectric (b) ‐kV MM‐C ASTM D‐1816 Viscosity ‐ SFS (NUMERIC) ASTM D‐88 Specific Gravity ‐ relative ASTM D‐1298 Power Factor @ 25 C ‐ % ASTM D‐924 Power Factor @ 100 C ‐ % ASTM D‐924 Flash Point‐Pour Point ‐ C/F ASTM D‐92

B C D

Transformer Metals in Oil ASTM D‐3635

Consisting of following components:

Silver (Ag) ‐ ppm Chromium (Cr) ‐ ppm Copper (Cu) ‐ ppm Molybdenium (Mo) ‐ ppm Nickel (Ni) ‐ ppm Lead (Pb) ‐ ppm Tin (Sn) ‐ ppm Tungsten (W) ‐ ppm Transformer Fault/Wear Metals in Oil ASTM D‐7151

Consisting of following components:

Silver (Ag) ‐ ppm Aluminum (Al) ‐ ppm Copper (Cu) ‐ ppm Iron (Fe) ‐ ppm Silicon (Si) ‐ ppm Tin (Sn) ‐ ppm Zinc (Zn) ‐ ppm Transformer Pump Wear Metals in Oil ASTM D‐7151

Consisting of following components:

Silver (Ag) ‐ ppm Aluminum (Al) ‐ ppm Barium (Ba) ‐ ppm Cromium (Cr) ‐ ppm Copper (Cu) ‐ ppm Iron (Fe) ‐ ppm Magnesium (Mg) ‐ ppm Molybdenum (Mo) ‐ ppm Nickel (Ni) ‐ ppm

B C D

P ‐ ppm Lead (Pb) ‐ ppm Silicon (Si) ‐ ppm Tin (Sn) ‐ ppm Vandium (V) ‐ ppm Zinc (Zn) ‐ ppm

LOAD TAP CHANGER

Circuit Breaker Oil Analysis (BOA) Consisting of following components:

Partical Count in Oil

> 4 µm ‐ count > 6 µm ‐ count > 10 µm ‐ count > 14 µm ‐ count > 21 µm ‐ count

Dissolved Gas Analysis ASTM D‐3612 Moisture Content ‐ ppm ASTM D‐1533b Power Factor ‐ % @ 25 Centigrade, ASTM D‐924 Power Factor ‐ % @ 100 Centigrade, ASTM D‐924 Particle Characterization Laser Scan/ISO Code ‐ count

ASTM D‐6786

Metals In Oil, 8 Metal Scan, ppm ASTM D‐3635 Visual string ASTM D‐1524 Specific Gravity SG ralative ASTM D‐1298 Oxidation Inhibitor ‐ % ASTM D‐2668 Furan Screen ‐ ppb (When a Furan test is requested, the test results need to be broken down and list each compound found in the sample (5H2F, 2FOL, 2FAL, 2ACF and 5M2F) and expressed in PPB.)

Corrosive Sulphur ‐ ppm ASTM D‐1275 3 day test

Degree of Polymarization ‐ DP ASTM D‐4243

B C D

PCB ‐ ppm EPA 600 / 4‐81‐045 Color ‐ relative ASTM D‐1524 Dielectric ‐ kV MM‐C ASTM D‐877 Dielectric ‐ kV MM‐C ASTM D‐1816 Acidity (modified) ‐ mg KOH/g ASTM D‐974 Interfacial Tension ‐ dyne/cm ASTM D‐971 Metals in Oil, 8 Metal Scan ‐ ppm ASTM D‐3635

Water in Oil ASTM D1533 Multi part screen/test (69kV and higher) one test that screens for the following: Color/Visual (ASTM D1500/D1524); Water/RS (ASTMD1533); Dielectric (ASTM D1816); Interfacial Tension (ASTM D971); Power Factor 25Deg C (ASTM D924); Power Factor 100 Deg C (ASTM D924); Specific Gravity (ASTM D1298); Neut. No (ASTM D974)

Multi part screen/test (69kV and lower) ne test that screens for the following: Color/Visual (ASTM D1500/D1524); Water/RS (ASTMD1533); Dielectric (ASTM D1816); Interfacial Tension (ASTM D971); Power Factor 25Deg C (ASTM D924); Power Factor 100 Deg C (ASTM D924); Specific Gravity (ASTM D1298); Neut. No (ASTM D974)

Viscosity ASTM D445 Oxidation inhibitor in Natural Esters (FR3 Insulating Fluid)

ASTM D‐4768