SOW_FY25_GENERATOR_LOAD BANK_FUEL TESTING_ONE YEAR.pdf

STATEMENT OF WORK

LOAD BANK TESTING OF EMERGENCY POWER SUPPLY SYSTEMS AND FUEL

QUALITY TESTING

GREAT PLAINS AREA INDIAN HEALTH SERVICE LOCATIONS:

BELCOURT, ND

EAGLE BUTTE, SD

FT. THOMPSON, SD

FT. YATES, ND

KYLE, SD

LOWER BRULE, SD

MOBRIDGE, SD

McLAUGHLIN, SD

PINE RIDGE, SD

RAPID CITY, SD

ROSEBUD, SD

SISSETON, SD

WAGNER, SD

WANBLEE, SD

FEBRUARY 2025

STATEMENT OF WORK Page 2

LOAD BANK TESTING OF EMERGENCY POWER SUPPLY SYSTEMS AND FUEL QUALITY TESTING

Table of Contents

1. Project Description

2. Scope of Work (SOW):

3. Period of Performance

4. Contractor Responsibilities

5. Government Responsibilities

6. Records/Data

7. Quality Assurance

8. Deliveries or Performance

9. Payments to the Contractor

10. IHS Personnel

11. Invoice Format

12. Authority

Appendix A – Generator Information and Location

Appendix B – Bid Schedule

Appendix C – Report of Inspection, Testing, & Maintenance Form

Appendix D – Contract Performance Evaluation

STATEMENT OF WORK Page 3

STATEMENT OF WORK

Load Bank Testing of Emergency Power Supply Systems and Fuel Quality Testing Great Plains Area

Belcourt & Ft. Yates, ND, Eagle Butte, Ft. Thompson, Kyle, Lower Brule, McLaughlin, Mobridge, Pine Ridge, Rapid City, Rosebud, Sisseton, Wagner & Wanblee, SD

1. Project Description

A. Title: Load Bank Testing of Emergency Power Supply Systems and Fuel Quality Testing

B. Location: This service is to be provided at multiple locations: Belcourt & Ft. Yates, ND, Eagle Butte, Ft.

Thompson, Kyle, Lower Brule, McLaughlin, Mobridge, Pine Ridge, Rapid City, Rosebud, Sisseton, Wagner & Wanblee, SD.

C. Period of Performance: Load bank testing and fuel quality testing must be conducted within 30 days of the Notice to Proceed. Following the testing, a copy of each report shall be provided to the Project Officer for documentation purposes. This documentation shall be provided no later than 20 workdays after the completion of the final site visit. Total period of performance not to exceed 60 days.

D. Description: The purpose of this contract is to conduct annual load bank testing and fuel quality testing of the Emergency Power Supply Systems (EPSS) at various facilities in the Great Plains Area Indian Health Service, which includes locations in North Dakota and South Dakota. It is essential to perform these inspections and tests as required by code to maintain continued accreditation from the Centers for Medicare and Medicaid Services and the Joint Commission for our facilities.

E. Background: The code requirements are deemed essential for achieving the minimum level of reliability and performance, especially when life safety electrical power needs are concerned.

F. Related Documents

1. This SOW and any other standard government or IHS documents are included and considered a part of this contract.

2. NFPA 70, National Electrical Code, 2012 Edition

3. NFPA 110, Standard for Emergency and Standby Power Systems, 2010 Edition

4. NFPA 99, Standard for Healthcare Facilities, 2012 Edition

5. NFPA 101, Life Safety Code, 2012 Edition

G. Common Acronyms or Definitions

1. IHS – Indian Health Service

2. CMS – Centers for Medicare & Medicaid Services

3. CO – Contracting Officer

4. COR – Contracting Officer’s Representative

5. PO – Project Officer

6. IGCE – Independent Government Cost Estimate

7. RFI – Request For Information

STATEMENT OF WORK Page 4

2. Scope of Work (SOW): Perform an annual load bank and fuel quality test of the emergency generators located at selected Great Plains Area facilities.

The contractor shall provide all material, labor, equipment, and supervision required to accomplish the following:

A. Load Bank Test.

1. Pre-startup inspection.

a. Check fuel tank level.

b. Check coolant level.

c. Check engine oil level.

d. Connect the load bank to the output of the generator.

2. Generator startup.

a. Start the generator by simulating a normal power failure from a “cold start” by use of the test switch on the automatic transfer switch or by disconnecting the normal power supply to

EPSS.

b. Allow the generator to reach normal operating temperature.

c. Watch and listen for any potential problems or abnormal noises.

i. If any problems are identified, do not proceed with the test and notify the PO and Facility Manager of the problem.

3. Load transfer.

a. Transfer the load to EPS.

b. Increase the load until each leg carries at least 50 percent of the maximum continuous rated load of the generator.

c. Record the time and the running time meter (RTM) reading to “start” the 90-minute load bank test.

d. Check and record the AC voltage, frequency, and amperage of each leg.

e. Check and record initial oil pressure and water temperature.

f. Monitor the generator for overheating, listen for unusual noises, and record the AC voltage, frequency, and amperage of each leg, along with the oil pressure and water temperature every 15-minutes of runtime while maintaining a load of at least 50 percent for a minimum running time of 30 continuous minutes.

i. If a problem develops, shut the generator down quickly to minimize damage and notify the PO and Facility Manager of the problem.

g. Increase the load until each leg carries at least 75 percent of the maximum continuous rated load of the generator.

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h. Record the time and the RTM reading immediately after the 75 percent load is applied. This time indicates the “start” of the final 1-hour runtime at 75 percent to complete the 90-minute load bank test.

i. Continue to monitor the generator for overheating, listen for unusual noises, and record the AC voltage, frequency, and amperage of each leg, along with the oil pressure and water temperature every 15-minutes of runtime while maintaining a load of at least 75 percent for a minimum running time of 60 continuous minutes.

4. Post-test procedure.

a. Remove the loads gradually after the test, and allow the generator to run under light load for 1-hour.

b. Remove all loads 5 to 10 minutes before shutting the generator down.

c. Return the test switch to normal and reestablish the normal power supply.

d. Place the unit in automatic operation.

B. Load Bank Test.

1. Fuel quality test.

a. Obtain an individual fuel sample for each generator fuel tank.

i. Perform fuel quality tests on each sample using appropriate ASTM standards.

C. Additional Facility Requirements.

1. The contractor shall comply with the requirements of the hospital’s Facility Manager and clean up after themselves, including any tools and equipment needed to complete the testing.

3. Period of Performance.

A. Load bank and fuel quality tests shall be performed within 30 days from the Notice to Proceed.

B. Following the testing, a copy of each report shall be provided to the Project Officer for documentation purposes. This documentation shall be provided no later than 20 workdays after the completion of the final site visit and shall be in an organized, legible format. See Section 6 for additional information.

4. Contractor Responsibilities

A. Contractor personnel performing the testing/inspections shall possess appropriate credentials from a certifying organization, such as the National Fire Protection Association (NFPA 101, 99, 70, 110), Emergency Generator Service Association (EGSA), Licensed Electrician (Master or Journeyman), and American Society for Testing and Materials (ASTM). Supporting documentation for credentials shall be submitted with the bid proposal.

B. Following notice to proceed, the contractor shall submit a proposed inspection schedule to the Project Officer for approval. The schedule shall include facility locations, the date of planned inspections, and the name of each technician to perform each inspection. The contractor shall notify the Project Officer immediately concerning any scheduling changes. The contractor shall notify each Facility Manager a minimum of 72 hours before performing a service.

C. Failed component replacement and repairs will not be included within the contractor’s responsibilities unless the failure of components is the result of the contractor’s activities. However, the contractor is invited to provide recommendations resulting from the contracted service to the Facility Manager and

STATEMENT OF WORK Page 6 the Project Officer. Any repair, service, or part not included within this contract will require a separate procurement from the local Service Unit before the repair, service, or part can be performed, installed, or ordered. Invoices without a corresponding procurement number will not be paid.

5. Government Responsibilities

A. The Facility Manager shall provide access to all necessary areas of the facility.

B. Pre-Construction Meeting: One Pre-Construction meeting shall be conducted before the start of the construction of the contract.

6. Records/Data

A. Following completion of the testing, reports shall be completed for each facility. All testing data shall be recorded on the attached applicable “RECORD OF INSPECTION, TESTING, & MAINTENANCE” forms or another form approved by the Project Officer. Reports shall be electronically completed utilizing a fillable PDF form provided by IHS. A copy of each report shall be provided to the Project Officer for documentation purposes. This documentation shall be provided no later than 20 workdays following the completion of the final site visit.

B. The contractor shall submit one package, after all sites have been visited, containing one invoice that includes all the locations to the Project Officer itemizing the service performed at each site. The invoice shall include the contract number, facility name, type of service performed at each facility, date of service for each facility, and payment amount per facility. The reports shall accompany the invoice.

Individual invoices shall not be submitted to the locations within the contract.

7. Quality Assurance

A. Facility Managers will submit vendor evaluations to the Project Officer upon completion of each site visit, see attached sample. Successful contract completion will be determined by the timely submission of schedules, reports, and invoices. Accuracy of schedule and information in reports will also be taken into consideration. Thorough completion of services as indicated in the contractor tasks, vendor evaluations, and in general will also be considered when evaluating the successful completion of the contract.

8. Deliveries or Performance

A. Place of Performance/Hours of Operation

1. Sites to receive service are Belcourt (ND), Eagle Butte (SD), Ft. Thompson (SD), Ft. Yates (ND), Kyle (SD), Lower Brule (SD), Mobridge (SD), McLaughlin (SD), Pine Ridge (SD), Rapid City (SD), Rosebud (SD), Sisseton (SD), Wagner (SD), and Wanblee (SD).

2. Inspection and testing shall be completed between the hours of 8:00 AM and 5:00 PM, M-F, unless otherwise approved by the Project Officer. No testing and maintenance shall be performed on a national holiday unless approved by the Project Officer.

B. Delivery Dates/Period of Performance

1. Load bank and fuel quality tests shall be performed within 30 days from the Notice to Proceed.

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9. Payments to the Contractor

1. The Government will pay the Contractor a fixed price, as indicated below, which will constitute full compensation for all Contractor professional and incidental services, travel expenses, and materials necessary to furnish the complete project as required and specified in this SOW.

2. Progress payments will be paid following acceptance by the Government of that particular schedule item and a properly submitted and approved invoice.

10. IHS Personnel

Contracting Officer’s Representative (COR)

Stottin Newbrough will be designated as the Contracting Officer’s Representative (COR) for this Order. His address and telephone are:

Stottin Newbrough Great Plains Area Indian Health Service Division of Facilities Management & Engineering 3200 Canyon Lake Road Rapid City, SD 57702 Office: 605-945-5452 Stottin.Newbrough@ihs.gov

Any change in COR designation will be documented by the Contracting Officer in writing.

Project Officer (PO)

Kevin Bliese is the Project Officer for this contract. His contact information is:

Kevin Bliese Project Officer Great Plains OEHE Cell #: 605-310-7969 Kevin.Bliese@ihs.gov

11. Invoice Format

Invoice Processing Platform (IPP)

The Indian Health Service (IHS) is in the process of implementing an electronic invoicing system

In compliance with the Office of Management and Budget (OMB) M-15-19 memorandum, Improving

Government Efficiency and Saving Taxpayer Dollars Through Electronic Invoicing, directing Federal agencies to adopt electronic invoicing as the primary means to disburse payment to vendors. Invoices submitted under any award resulting from this solicitation will be required to utilize the Invoice

Processing Platform (IPP) in accordance with HHSAR 352.232-71, Electronic Submission and Processing of Payment Requests.

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s

Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL).

Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register-https://obamawhitehouse.archives.gov/sites/default/files/omb/memoranda/2015/m-15-19.pdf

STATEMENT OF WORK Page 8 however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date.

The IPP website address is: https://www.ipp.gov

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-

3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov

Should the contractor feel that use of the IPP would be unduly burdensome, their response to this solicitation should include an explanation of this position for a determination by the contracting officer.

12. Authority

A. No person other than the Contracting Officer has authority to bind the Government with respect to this contract.

B. No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of this contract or shall otherwise modify the terms and conditions of this contract.

C. In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer with respect to this contract:

1. An understanding or agreement between the Contractor and anyone other than the Contracting

Officer;

2. A purported modification or change order issued by anyone other than the Contracting Officer;

3. A promise by anyone other than the Contracting Officer to provide additional funding or make payments; or

4. An order, direction, consent, or permission from anyone other than the Contracting Officer to:

a. Incur costs in excess of a specified estimated cost, allotment of funds, or other ceiling; or

b. Expend hours in excess of a specified level of effort.

https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov

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Appendix A – Generator Information and Location

Generator Manufacturer Engine Model Generator Size

# of

ATS

Belcourt #1 Onan Cummins 300DFCB 300 KW 6 Belcourt #2 Onan Cummins 300DFCB 300 KW

Eagle Butte #1 Cat CatC32 SR4B-GD 1000 KW 5 Eagle Butte #2 Cat CatC32 SR4B-GD 1000 KW

Ft. Thompson Onan Komatsu 75.0PVB-15R/30107B 75 KW 1 Ft. Yates #1 Kohler Perkins 100R0ZP81 100 KW

2 Ft. Yates #2 * Kohler 50REZGC 50 KW Kyle * Onan Ford 70ENL32811E 70 KW 1

Lower Brule MTU John Deere DS00150D6SPAK0574 150 KW 1 McLaughlin #1 * Onan Cummins GGHH-8826847 100 KW

2 McLaughlin #2 * Kohler 50REZGC 50 KW Pine Ridge #1 Onan Cummins 350DFCC 350 KW

4 Pine Ridge #2 Onan Cummins 350DFCC 350 KW Rapid City #1 Cummins Cummins DFEK*2190176 500 KW

2 Rapid City #2 Cummins Cummins DFEK*2190176 500 KW Rapid City #3 Cummins Cummins DFEK*2190176 500 KW Rosebud #1 Onan Cummins 500DFYG31397E 500 KW

4 Rosebud #2 Onan Cummins 500DFYG31397E 500 KW Sisseton #1 Onan Cummins DFLC-5744883 1250 KW

6 Sisseton #2 Onan Cummins DFLE-5744884 1500 KW Wagner Onan Cummins 350DFCC 350 KW 4

Wanblee Onan Cummins DGFA-5765088 150 KW 1 YRTC * Generac Generac 95A03325-S 100 KW 1

* Generator uses propane fuel / natural gas. Modify fuel system maintenance services from NFPA standards accordingly.

STATEMENT OF WORK Page 10

Appendix B – Bid Schedule

LOAD BANK TESTING OF EMERGENCY POWER SUPPLY SYSTEMS AND FUEL QUALITY

TESTING FOR THE GREAT PLAINS AREA INDIAN HEALTH SERVICE

Location Description Qty Unit Unit Price Total Price

Belcourt, ND Fuel Quality Test 2 Each

Annual Load Bank Test 2 Each

Eagle Butte, SD Fuel Quality Test 2 Each

Annual Load Bank Test 2 Each

Ft. Thompson, SD Fuel Quality Test 1 Each

Annual Load Bank Test 1 Each

Ft. Yates, ND Fuel Quality Test 1 Each

Annual Load Bank Test 2 Each

Kyle, SD Fuel Quality Test - NA 0 - - $ 0.00 Annual Load Bank Test 1 Each

Lower Brule, SD Fuel Quality Test 1 Each

Annual Load Bank Test 1 Each

McLaughlin, SD Fuel Quality Test - NA 0 - - $ 0.00 Annual Load Bank Test 2 Each

Pine Ridge, SD Fuel Quality Test 2 Each

Annual Load Bank Test 2 Each

Rapid City, SD Fuel Quality Test 3 Each

Annual Load Bank Test 3 Each

Rosebud, SD Fuel Quality Test 2 Each

Annual Load Bank Test 2 Each

Sisseton, SD Fuel Quality Test 2 Each

Annual Load Bank Test 2 Each

Wagner, SD Fuel Quality Test 1 Each

Annual Load Bank Test 1 Each

Wanblee, SD Fuel Quality Test 1 Each

Annual Load Bank Test 1 Each

YRTC

(Mobridge, SD)

Fuel Quality Test - NA 0 - - $ 0.00 Annual Load Bank Test 1 Each

Total Bid:

Bidders are required to respond to all items in the bid schedule, or the bid will be considered non-responsive.

Total prices must include testing equipment, labor, overhead, profit, delivery, mobilization and demobilization, and all applicable taxes and fees (federal, state, local, and Tribal) for all generator sets at IHS Service Unit locations listed in the work statement.

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Appendix C – Report of Inspection, Testing, & Maintenance Form

Appendix D – Contract Performance Evaluation

Great Plains Area Generator Load Bank and Fuel Testing Performance Evaluation

To be completed by the Facility Manager after inspection

Facility Name:________________________________________________________________

Date:______________________________ Contractor Rep onsite:___________________

1. Overall Evaluation Poor Average Good Excellent

2. Performance Poor Average Good Excellent

3. Quality of Services Poor Average Good Excellent

4. Workmanship Poor Average Good Excellent

5. Knowledge Poor Average Good Excellent

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