SOW.docx

State of Ohio Department of Veterans Services Sandusky, OH FY25 (November2024 through June2025)

General Description of Work:

Preventative Maintenance and Lad Bank Testing for Generators as well as repairs needed for the upkeep of these Generators.

Location of Service:

Ohio Veterans Home 3416 Columbus Ave Sandusky, OH 44870

OVH-S Equipment to be Maintained:

Generator #1 (1500kW) Generator #2 (1500kW) Generator #1

Generator #2

Transfer Switch

400 Wires Ph 3

General Expectations:

1. All service work will meet and/or exceed manufacturer/industry standards, be in compliance with NFPA Standard 99, Health Care Facilities Code and NFPA Standard 110, Standard for Emergency and Standby Power Systems, and all applicable federal, state and local laws.

2. Contractor will at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the Ohio Veterans Home employees, residents and property.

3. The contractor shall be responsible to repair any and all damage, caused by contractor negligence to the Ohio Veterans Home property and grounds at the contractor’s expense.

4. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

5. All Contractor scheduled services must be done at times approved by the appropriate DVS site representative. All service activities should be performed during mutually agreed upon hours unless the particular service request requires otherwise.

6. The Contractor and its personnel shall follow all DVS security check-in procedures upon arrival and while at the facility. The procedure for check-in will be confirmed by the designated DVS representative after award of the contract. The Contractor must maintain a posted log showing check-in and check-out times, personnel present, and services provided.

7. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor.

8. All Contractor provided services must be performed by Original Equipment Manufacturer (OEM) trained or properly certified personnel, where applicable.

9. The Contractor shall be responsible for removal of all debris from the work site and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property.

10. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the Scope of Work.

11. Contractor shall provide forty-eight (48) hour notice of intended dates and time of service before scheduled services. Services shall be performed Monday-Friday (excluding state of Ohio Holidays) between the hours of 8:00AM and 5:00PM unless a different time and/or date is approved by OVH site Representative(s) in advance.

12. Rescheduling Service – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with DVS staff.

13. The Contractor must provide a 24-hour, seven day a week, 365 day a year method for direct contact.

14. Contractor shall provide contact information (name, e-mail, phone) for Contractor’s office manager, service manager, and dispatch/main office.

15. The Contractor must respond to emergency service calls and have appropriate staff onsite within 4 hours of the initial call unless approved by DVS.

16. Emergency service calls will be billed at the rated identified on the Cost Summary Sheet and only for the time spent onsite.

17. Regular repair calls must be approved by DVS before work shall commence. Any work completed without approval from DVS Maintenance Superintendent or designee shall be the responsibility of the Contractor.

18. Regular repair calls will be billed at the rate identified on the Cost Summary Sheet and only for the time spent onsite. Regular service calls may be scheduled with at least 15 hours advance notice and performed during normal business hours on the next business day, unless another mutually agreed upon date and time is determined.

19. Contractor supplier invoices for billable parts and materials must be submitted with OVH-S’s invoice for payment. Costs for all parts and materials shall not be in excess of market prices. Contractor shall retain market price information, (e.g., quotes), for future inspection.

Scope of Work:

1) Contractor shall perform the duties outlined in Attachment A (Generator Preventative Maintenance Requirements).

2) Contractor shall perform Preventative Maintenance on the transfer switch(s) as outlined in attachment B (Transfer Switch Preventative Maintenance Requirements).

3) Contractor shall perform a fuel test as part of the Preventative Maintenance.

4) Contractor shall ensure that an alarm annunciator is present, properly located per NFPA Standard 99 and operational to indicate alarm conditions of the emergency power source as follows:

a. Individual visual signals shall indicate the following

· When the emergency power source is operating to supply load

· When the battery charger is malfunctioning

b. Individual visual signals plus a common audible signal to warn of an engine-generator alarm condition shall indicate the following:

· Low lubricating oil pressure

· Low water temperature

· Excessive water temperature

· Low fuel when the main storage tank contains less than a 4-hour operating supply

· Over crank (failed to start)

· Overspeed

5) Contractor shall ensure that a Generator Emergency Stop Station is present, properly located per NFPA Standard 110, clearly labeled as “Generator Emergency Stop”, and optional.

6) Contractor shall complete all Preventative Maintenance between December 1, 2024 and December 31, 2024.

Load Bank Test:

1) Contractor shall perform a 4-hour load bank test as follows:

a. Run time under 25% load for 30 minutes,

b. Run time under 50% load for 30 minutes,

c. Run time under 75% load for 1 hour,

d. Run time under 100% load for 2 hours.

e. During the above run times, Contractor shall record all data (i.e., oil pressure, coolant temperature, fuel pressure, voltage on all three phases, Hertz, battery temperature, ambient temperature) every 15 minutes generating a report of data.

2) Contractor shall complete Load Bank Test between December 1, 2024 and December 31,2024.

3) Contractor shall provide their own transformer for conducting the load bank test. Contract can “tie in” through the back of the generator house.

Bid Submission:

All submitted bids must have a line by line breakdown (i.e. hourly rate, travel expenses, trip charges, any material charges if necessary) of expenses and charges.