SOW Emergency Generator 2024 - 2029-Signed_v2.pdf

Department of Health and Human Services Indian Health Service Oklahoma City Area

Statement of Work (SOW) Emergency Generator Monthly Preventive Maintenance and Full Load Testing

1. PURPOSE OF THE PROJECT

The Indian Health Services (IHS) has a requirement for contracting the service and preventive maintenance of the Generac 250KW Diesel Fueled Generator (Model SD250) emergency generator located at Pawnee Indian Health Center. Maintenance of the generator is necessary to maintain generator operation in the event there is an emergency that requires usage to keep facility and equipment operational. Generator maintenance and service is necessary to maintain regulatory compliance.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

The contractor shall provide the following services for the Generac 250KW Diesel Fueled Generator (Model SD250, Serial#3012900700) to include:

Monthly Level 1 preventive maintenance (PM) which will include automatic transfer switch test and building load test. Legible copy of report shall be provided to the facility manager.

Annual 2-hour load bank test at a date and time agreed upon by facility and contractor. Legible copy of the report shall be provided to the facilities manager.

A 4-hour load test every third year*. (Upon time to schedule shall be quoted separately and added to contract as a separate line item.)

Change oil and oil filter during the first PM of each contract year.

Perform oil analysis by sending sample to outside laboratory and providing legible copy of results to facility manager.

Perform coolant maintenance as necessary to include testing for freeze point and inhibitor levels.

Conditioner shall be added as needed.

Preventive maintenance shall be scheduled with the Facilities Manager and shall occur Monday –

Friday at 5:00 PM so as not to disrupt patient care. There shall be no additional or overtime charges incurred.

Repair service shall include weekdays. Monday – Friday 8am – 500pm with an onsite response time of no more than 24 hours.

*The contractor will provide a 4-hour load bank test within appropriate timeline as required by regulatory standards. The test will be quoted separately and added as a separate line item.

3. PERIOD OF PERFORMANCE

The base year Period of Performance will be 12 months from date of award with four (4) twelve (12) month option years.

Base Year: 7/13/2024 – 7/12/2025 Option Year 1: 7/13/2025 – 7/12/2026 Option Year 2: 7/13/2026 – 7/12/2027 Option Year 3: 7/13/2027 – 7/12/2028 Option Year 4: 7/13/2028 – 7/12/2029

Oklahoma City Area

4. LEVEL OF EFFORT

4.1. The contractor shall perform a monthly PM, automatic transfer switch test, and building load test. The contractor shall perform an oil filter and oil change during the first PM (preventive maintenance). An oil analysis will be done at the time of the oil change. Analysis to be performed by an outside laboratory and results sent to the Facility Manager of the Pawnee Indian Health Center. Coolant maintenance will be conducted as necessary and will include testing for freeze point and inhibitor levels. Conditioners added as needed. Results of the PM will be sent to the Facility Manager upon completion of the monthly PM.

4.2. The contractor shall coordinate with the Facilities Manager the monthly PM, automatic transfer switch test, and load testing of the emergency generator as close to the 15th of each month or as agreed upon with the vendor.

4.3. Maintenance shall occur weekdays, Monday – Friday at 5:00 PM or upon completion of the last patient visit so as to not disrupt patient care.

4.4. The contractor shall, on the first month of service, perform a fuel filter change and conduct fuel testing and analysis (done by outside laboratory). The results will be sent to the Facilities Manager.

4.5. Training: Contractor shall, provide training on emergency shut-down of the generator for maintenance staff.

5. SPECIAL REQUIREMENTS

5.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region – Human Resources, Security Clearance Guidance – Visitors (3/29/12) policy for contract performance period. Contractor employees will be required to obtain a visitor’s pass upon arrival for services from Facilities Management.

5.2. The USPHS Pawnee Indian Health Center is a tobacco/smoke free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service.

5.3. Security Requirements: Contractor personnel will be required to contact the government designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by Pawnee Indian Health Center official, presenting valid identification, smoking restriction and any safety procedures.

5.4. The contractor shall not disclose or cause to disseminate any information concerning operations of

Pawnee Indian Health Center. Such action(s) could result in violation of the contract and possible legal actions.

5.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government’s designated representative.

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: The contractor will coordinate with the Facility Manager the monthly PM, automatic transfer switch test, and load testing of the emergency generator as close to the 15th of each monoth or as agreed upon with the vendor. The contractor shall be on site conducting the monthly Level 1 PM and set to begin the automatic transfer test at 5:00 p.m. or after the last patient leaves the facility. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 4:15pm. Driver needs a valid ID.

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

6.4. Personnel Qualifications:

The contractor shall be certified and technically skilled with proper technical training for providing services to inspect and safety test the emergency generator in accordance with OSHA, state, local, and federal regulations and laws.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall provide access to the mechanical room of the facility.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract, to include but not limited to: personnel and equipment necessary to perform maintenance and service.

9. CHANGES TO THE STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

10.1 Service conducted in accordance with SOW Yes No

10.2 Provided quality c ustomer servcice according to PIHS mission Yes No

10.3 Contractor abided by all appl;icable safety policies Yes No

10.4 Issues adressed a d resolved in timely manner Yes No

10.5 Invoices recevied timely and accurate Yes No

10.6 Legible Maintenance report or log provided to PIHC upon completion of services Yes No

Department Supervisor Signature:_________________________

Chief Executive Officer Signature:_________________________

Timothy N. Jim -S

Digitally signed by Timothy N.

Jim -S Date: 2024.01.12 13:58:48 -06'00'

Terry L. Burris - S

Digitally signed by Terry L.

Burris -S Date: 2024.01.12 15:31:57 -06'00'