SOW.pdf

Statement of Work Preventative Maintenance and Emergency Service of Four Generators

Located at Hollings Marine Laboratory 331 Fort Johnson Road Charleston, SC 29412

General

The Hollings Marine Laboratory is a government-owned laboratory located at 331 Fort Johnson Rd., Charleston, SC 29412. It is seeking the services of a company that will inspect, calibrate, and service the three Emergency Generators and related switch gear and transfer switches located at the Hollings Marine Laboratory on a quarterly and annual basis. The main building has three Emergency Generators with related switch gears and transfer switches. Two emergency generators are near the rear loading dock. The main emergency generator is on the roof at the rear of the building, just above the loading dock, and the fourth one is off the main property but within distance, located at Building 500/600. The company that is retained needs the ability to respond to emergency calls 24 hours a day, 365 days a year.

Objective

The objective is for HML to obtain a multi-year firm-fixed-price contract for a qualified Contractor to perform the quarterly and annual preventative maintenance and safety code inspection support services for the three Emergency Generators, switch gear, and transfer switches located at the Hollings Marine Laboratory, 331 Fort Johnson Rd, Charleston SC, 29412.

The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to effectively and efficiently fulfill this Statement of Work (SOW) requirements.

The Generators in this contract are as follows:

(1) HML – Generator-Cummins Onan Genset, Model: 900DFHC.

(2) NMR – Generator-Cummins, Model: DFGB-5734523.

(3) H-Wing – Generator-Kohler Power System 250, Model: 250REOZJD.

(4) Building 500/600 – Generator-Generac 2000 Series 4.5L 80kW, Model: 3449670100

Their performance characteristics are subject to moderate use in operating times and pressure loads, which align with most properties and equipment in the contractor's experience. As stipulated, the four generators, switchgear, transfer switches, and associated equipment included in this Statement of Work (SOW) will require preventative maintenance, service, repair, inspection, and testing similar to most moderately used emergency generators.

The term of this requirement is intended to consist of a one (1) year base period with four (4) one

(1) year option periods.

Qualifications

The company/contractor must show certification, competency, and experience in the operation, maintenance, annual service, and repair of the standby generator repair and servicing that operate in medium industrial, commercial, institutional, medical, and academic facilities.

01 CERTIFICATIONS

The Contractor shall provide proof that personnel performing work under this contract have valid state or local licenses or certification for Standby Generator repair and servicing covered under this contract. Persons performing maintenance shall have participated in a Certification Program within the last 12 months and be certified.

02 KEY CONTRACTOR PERSONNEL

The Contractor shall identify and provide the Contracting Officer and Contracting officer representative (COR) with a list of names and telephone numbers of the key personnel and or a 24-hour emergency contact number of contractor personnel who shall be responsible for fulfilling all the requirements of this SOW including responding to emergency callbacks in the event of a problem resulting from a scheduled preventative maintenance visit such as quarterly and annual preventative maintenance. The contractor’s key person or personnel list shall be provided to the Contracting Officer and Contracting Officers Representative (COR) fifteen (15) days before the start of the contract. It shall be updated when approved changes are made.

The servicing contractor will perform the elements of this statement of work with factory-trained, skilled, professional technicians familiar with inspection, maintenance, and repair procedures. Evidence of the above requirements shall be included with the vendor's quote.

Scope of Work

A) Service and Repair

The contractor will provide the HML with expert preventative maintenance, testing, and calibration during their quarterly and annual visits, along with providing all filters, belts, oil, and antifreeze for the cooling system. Consistently reliable maintenance and service procedures would characterize the service required. Equipment shall be kept in tune condition by appropriate repairs, maintenance, calibration, and adjustments for peak effectiveness and efficiency, with responsiveness on the contractor's part when any repair or adjustment is needed.

The list of required checks is at the bottom of the statement of work.

Contractor employees shall, immediately upon arriving at the job site, check in with the Building Receptionist at the front desk and, immediately before they depart from the job site, check out with the Receptionist at the front desk. During after-hours callbacks, the Contractor employees shall check in with the building engineer on duty at the rear of the building at the loading dock office.

Each technician will be trained in the following:

1. Lockout – tag out

2. Electrical safety – high voltage

3. Hazardous communications

4. Personal protective equipment

5. Fall protection

B) Quarterly/Annual Maintenance Inspections

The contractor will provide HML with expert maintenance services. The contractor shall provide labor and materials to perform Quarterly and Annual maintenance inspections, including the following. The contractor may be required to furnish all minor repair labor for the system, including the equipment listed below. The service contractor shall furnish all labor, material, lubricants, filters, piping, electrical devices, travel expenses, tools, test equipment, machinery, and equipment necessary to perform all aspects of Maintenance Inspections described in this Statement of Work.

Four Emergency Generators General Identification and Information

(1). HML GENERATOR

Cummins Onan Genset Model No. – 900FHC-1181 Serial No. – F000114503 Spec. –C Freq. – 60Hz Service Rating – Stand by Rated Kw – 900.0 Rated KVA- 1125.0 Fuel –Diesel Battery – 24 VDC

AMPS. – 1353.2

(2). NMR GENERATOR

Cummins Power Generation Model No. – DFGB-5734523 Serial No. – K050854733 Spec. –K Freq. – 60Hz Service Rating –Stand By

KVA. – 750.0

Fuel – Diesel Battery- 24v

(3). H-WING GENERATOR

Kohler Power System 250 Model: 250REOZJD Serial: 2208570 Spec: GM46340-GA2

MFG: 06/08

Service Duty: Stand By Hz: 60

RPM: 1800

Fuel: Diesel AMKB 25*c Battery 24v

(4). BUILDING 500/600 GENERATOR

Generac 2000 Series 80kW Model: 3449670100 Serial: 2074096 Type Code: SD0080-G363.9D18EPYYC Engine: 0D5825

MFG: 09/03

Service Duty: Stand By Hz: 60

RPM: 1800

Fuel: Diesel Battery 24v

Battery & Battery Charger System

Check/record battery charger functions & charge rate

Check connections, termination cleanliness, and security

Check electrolyte level, vent caps, and all cells in the starting batteries

Check the specific gravity of batteries

Test starting batteries with an electronic analyzer

Check starter connections and wiring

Check the starting voltage

Fuel System

Inspect main tank/day tank fuel level & test transfer pump operation

Inspect tank vents & overflow piping

Inspect gaseous fuel regulator vent (natural gas only)

Inspect all fuel hoses, clamps, pipes, components, vents, and fittings

Inspect governor linkage and oil level (if applicable)

Drain condensation from fuel/water separators

Obtain fuel sample & inspect for contamination

Optional – fuel sample for laboratory analysis*

Engine Cooling System

Inspect the water pump, all hoses, and clamps for leaks, coolant level, and condition

Inspect radiator condition

Observe coolant heater operations

Inspect drive belts, observe alignment and deflection

Utilize SCA test strip to record coolant properties

Inspect radiator surfaces, shrouds, and barriers for obstruction

Optional coolant sample for laboratory analysis*

Housekeeping

General cleaning of enclosure interior, genset, and ATS

Engine & Lubrication System

Inspect lubrication system for leaks & visually check oil levels

Inspect the Crankcase ventilation system

Inspect spark ignited ignition system

Inspect oil heater operation (if applicable)

Intake/Exhaust System

Inspect air cleaner restriction indicator

Inspect the air cleaner element and the entire intake system

Inspect the entire exhaust system and rain cap

Inspect louver operations

Inspect spark arrestor

Empty condensate trap on silencer

Generator Controls & Power Connections

Visually inspect all control‐mounted components and wiring

Visually inspect all control‐mounted components and wiring

Inspect generator heater operation

Lamp test all lights and indicators

Visually inspect breaker and power connections

Manually operate generator main breakers(s) open and close

** Note: The Contractor will not exercise breakers or contactors on a paralleling device.

Generator Operations

Start, observe, & record generator and equipment operations

Verify engine and generator safeties for proper operation

Inspect duct work, louver motors, controls & test as appropriate

System test with or without load

Automatic Transfer Switch

Visually inspect all power and control wiring

Visually inspect switch mechanism and enclosure

Visually inspect controls and time delay settings

Verify the function of the exercise clock

Lubrication Oil & Filtration Service

Change engine lubrication oil Change primary lubrication and bypass filters Change fuel and coolant filters Post lube service operation of genset (unloaded) at rated temperature Optional –oil sample for laboratory analysis *

Operational & Functional Review of Generator Critical Components

Inspect engine cooling fan & fan drives for excessive wear or shaft wobble Check all pulleys, belt tensioners, slack adjusters & idler pulleys for travel, wear

& overall condition Inspect/Lubricate drive bearings, gear or belt drives

*Additional Services and Repairs

The contractors will provide quotes for the asterisk-marked items above. Any additional repairs, parts, or services that may be required will be brought to the attention of the Contracting Officer's Representative (COR) so that the Contracting Officer can review and decide. Repairs will only be made after proper authorization from the Contracting Officer has been delivered.

C) Safety

The Contractor shall provide and ensure that all personnel at the work site wear the safety devices/apparel described below when working on Generator Systems.

1. Approved back support and protective devices

2. Eye protection in compliance with ANSIZ87.1. -1968.

3. Approved hearing protection

4. Approved hand protection

5. Other safety devices/apparel when conditions warrant

6. Perform the Lock Out Tag Out procedure (LOTO)

The Contractor shall furnish documentation as directed by the Contracting Officers

Representative (COR) of completing the approved safety training of equipment operators and other personnel. The safety training shall comply with all OSHA standards, and a sample program shall be submitted to the Contracting Officers Representative (COR).

The Client's Safety Officer reserves the right to inspect all areas for safety violations at its discretion, direct the Contractor to make immediate improvements to necessary conditions or procedures, and stop the work if other hazards are deemed to exist.

If the Client Safety Officer should elect to stop work because of any type of existing safety hazards after the Contractor has been notified and provided ample time to correct, the Contractor shall bear all costs for eliminating the risk (s) and shall not be granted compensation for the work stoppage. The Contractor shall pay all additional expenses.

The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the performance of the contract. The Contractor shall take all necessary precautions for safety and provide reasonable protection to prevent damage, injury, or loss to persons, properties, equipment, and vehicles.

The Contractor shall, without additional expense to the Client, be responsible for obtaining and renewing all necessary licenses and permits. TRhe Contractor shall also be responsible for all damages to persons or property resulting from the Contractor’s negligence and shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others. In addition, the Contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the job.

The Contractor shall comply with all applicable revisions, additions, changes, or upgrades to any Federal, state, and municipal laws, codes, and regulations that are in effect on the contract date and which affect the performance of the work.

D) Emergency Services

The Contractor shall provide emergency response (24 hours per day and seven days per week) as part of the yearly contract with a response time of no more than 2 hours. The contractor must also provide a toll-free number to be answered 24 hours daily for emergency calls. Upon notification by HML, the contractor personnel must call the HML representatives within thirty

(30) minutes of being notified of an emergency condition and state the technician’s name and estimated time of arrival at the site to begin work. Failure to arrive at HML and respond to an emergency within two hours may constitute termination of existing contact.

Pre-Bid Site Visit

See the attached site visit clause and instruction memorandum.

Period of Performance

The contract period of performance will be for a five (5) year period. There will be a base year with a start date of July 10, 2024, ending July 09, 2025, with four subsequent option years. The contract end date will be in 2029.

Personnel

The contractor shall provide proof that all on-site employees are U.S. citizens or legal aliens. The contractor shall not employ personnel with felony convictions or narcotics use records at HML.

The contractor is responsible for completing a security investigation on all employees working at the HML in connection with this contract.

Conduct of Contractor Personnel

The contractor’s employees are subject to and shall observe and comply with applicable regulations, policies, and procedures. Contractor employees shall not enter restricted areas per security regulations and safety policies. The Contractor shall be responsible for the selection, certification, assignment, supervision, management, and control of employees with the advice of the Contracting Officer (CO) or the Contracting Officers’ Representative (COR) in performing all contract work. The removal from the job site of any employee shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the terms and conditions of the contract. The Contractor’s employees shall not use offices, rooms, work areas, etc., for their use.

When a task is completed, such employees shall immediately leave the area. Contract personnel shall not use or operate telephones, radios, computer terminals, or any other Government or privately-owned equipment or property without the express permission of the HML COR. The Contractor’s employees shall not disturb papers on desks or open desk drawers or cabinets.

Breaks shall not be spent in offices or room areas but only in the assigned rest areas. The Contractor’s employees shall not loiter in working, patron, or other unauthorized areas. While waiting for transportation or work breaks, they shall not block or impede movement on ramps, doorways, corridors, or walkways.

Security Requirements

Contractor employees shall comply with all security requirements. Copies of pertinent policies, regulations, and procedures will be provided to the Contractor upon request. Fifteen days before the contract start date, the Contractor shall submit to the Contracting Officer the full name and any alias, address, city and state, and date of birth of each employee hired to work on this contract. This employee list shall be constantly kept up-to-date. The Contractor shall fill out any questionnaires or other forms as may be required by the Government for security purposes. All vehicles entering the Fort Johnson Complex are subject to search as authorized by the local South Carolina Department of Resources Law Enforcement or by local Law Enforcement with joint jurisdiction over the complex. All Contractors will be required to register at the front desk and receive a temporary pass for one day, and, if needed, a door pass card will also be provided.

Work Schedules/Shifts

Excluding required emergency services, the Contractor shall accomplish all work for the HML between 0800 and 1600 Monday through Friday, excluding Federal Holidays. This allows the flexibility for the contractor to schedule 8 hours of work during a time when HML staff will be at the facility.

Guarantee of Work

The contractor shall guarantee all work and agree to remedy, at its own expense, any defects caused by poor workmanship or materials.

Conformance with Environmental Management Systems

The Contractor shall work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable to your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the ecological, energy, and transportation management goals. If an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and preventative actions. In the case of non-compliance, the Contractor shall respond and take corrective action immediately. In the case of nonconformance, the Contractor shall react and take corrective action based on the schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees know the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

1. Check in with Facilities Maintenance Staff and receive a temporary pass for one day

2. When required, Facilities Maintenance Staff will have you read a brief statement concerning the EMS. The Facility Manager or a Facilities Support Staff member will convey to the contractor any other items that need to be done to protect HML and our environmental issues.

IT Security Requirements

The Certification and Accreditation (C&A) or Assessment and Authentication (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

The contractor shall not have access to government-owned equipment or be furnished with government-privileged information. All hardware and software provided in this contract will become the government's property.

Additional Requirements and Provisions

Contractor Qualifications:

In determining a contractor's responsibility, the following criteria will be considered.

Contractors may be asked to produce evidence so their responsibility can be determined.

1. The contractor must have all applicable licenses as required under the laws of South

Carolina, federal laws, and any local laws or ordinances for the work performance under this agreement at the time of proposal.

2. Adequate capital and credit rating sufficient to complete all operations under this agreement.

3. Whether the contractor can provide the service promptly or within the time specified, without delay or interference.

4. The character, integrity, reliability, reputation judgment, experience, and contractor efficiency.

5. The quality of performance of previous contracts and services.

6. An adequate supply of equipment in good condition and staffing to perform the service is needed.

7. The term of this agreement will be for one year from the date of acceptance by both parties, with an annual renewal of four additional years subject to 90 days' notice of any price increase before the anniversary date.

8. The contractor must submit an organizational chart of the Service Company showing the location of offices and employees associated with the contract's administration and performance.

Schedule of Deliverables

ITEM DESCRIPTION QUANTITY DUE DATE DELIVER TO

1 Annual Inspection

Servicing of four Emergency/Standby Generators and associated equipment

1 Annual Richard Sparkman 331 Ft Johnson Road

2 Quarterly Inspection/Servicing of four Emergency/Standby Generators and associated equipment

4 Quarterly Richard Sparkman

3 Emergency Response (24 hours/day and seven days/week)

1 Continuously Richard Sparkman

Evaluation Criteria

The Government intends to evaluate and award this contract according to which offer represents the Best Value to the Government. The evaluation factors are Technical Approach, Past Performance, and Price. Technical and past performance, when combined, are more important than price.

Technical Approach -The Contractor shall demonstrate the extent and depth of its technical knowledge, understanding of, and approach to the requirements in the Statement of Work

(SOW).

Past Performance - The Contractor shall provide their quote Past Performance information consisting of contact information of three (3) references of prior work of similar nature and complexity. The Contractor shall provide the customer's name, point of contact, address, and verified telephone number. I n c l u de a brief description of relevant work experience and the applicable contract number when supplied to the customer. The Government reserves the right to contact any Government and private source in addition to those included with t h e Contractor's quotes.

1) References must include the following:

a. Name of firm and address

b. Contact person and telephone number

c. Type of service provided

d. Term of service

2) Please identify any of your firm's contracts terminated for default or cause in the last three years. You may state any circumstances relating to the termination, which assist in explaining the situation.

Evaluation of the offeror's past performance will be completed using references provided by the offeror. When interviewed by the Contracting Officer, these references should be able to relate how well you have performed work of the same size complexity of the procurement under consideration. The Government may contact references other than those identified by the offeror, and the information received may be used to evaluate the offeror's past performance.

Examples of Past Performance Questions that will be asked to the reference for each contractor:

1. How long has t he company performed services?

2. What kind of Quality Control Program was used?

3. Did the Contractor resolve problems on time?

4. Did the problem re-occur?

5. Overall satisfaction with the contractor?

6. Would you contract with this company again?