SOW FYT Generator Maint.pdf

STATEMENT OF WORK

EMERGENCY GENERATOR MAINTENANCE AND REPAIRS

SCI FAYETTE

I. SCOPE OF WORK

The Commonwealth of Pennsylvania, Department of Corrections, requires Contractor to provide Preventative Maintenance Inspections, Testing, and Repairs, when required, for three (3) Kohler generators located at the State Correctional (SCI) Fayette, a state correctional facility located at 50 Overlook Drive, LaBelle, PA 15450.

II. ISSUING OFFICER

Questions regarding this bid should be directed towards Courtney Vehar, Procurement Specialist 1; email cvehar@pa.gov.

III. SITE INSPECTION

A site visit is not mandatory but is recommended for Contractors who have not previously bid on this service or those who are not familiar with the facility. To schedule a site visit, please contact Gina Cavalcante, Facility Maintenance Manager at 724-364-2200 ext. 1167 or gicavalcan@pa.gov

IV. CONTRACT REQUIREMENTS

Contractor to provide all labor, equipment, tools, materials and parts necessary to administer a preventative maintenance program and repairs. Including, but not limited to, filters, gaskets, engine oil, cooling system antifreeze and additives, as part of the Preventative Maintenance services at no additional costs to SCI Fayette. Preventative Maintenance (PM) services to be conducted twice annually for the duration of this contract. This service shall be mutually scheduled between the SCI Fayette Utility Plant Supervisor and the Contractor. PM Services estimated to occur during the months of December and June.

EQUIPMENT:

Generator #1

Kohler 2 MW – Model 2000 ROZD4

RPM 1800

Spec GM 16800

Serial 0713605

Engine Model T1637K36

Spec C361163 mailto:cvehar@pa.gov mailto:gicavalcan@pa.gov

SCI FAYETTE

Generator #2

Kohler 2 MW – Model 2000 ROZD4

RPM 1800

Spec GM16800

Serial 0714535

Engine Model T1637K36

Spec 361163

Generator #3

Kohler – Model 2000REOZMD

RPM 1800

Spec GM80624-GA12

Serial 3393GMLK0007

Material 2000REOZMD-CP1

Engine Model S16R-Y2PTAW2-1

Engine Serial #26678

Semi-Annual Preventative Maintenance services shall be a requirement for the duration of the contract. The Contractor shall provide a complete report following each servicing, giving detailed condition of equipment and any recommendations, in writing, on repairs needed. Al oil, coolant, filters, etc. will be replaced with specified products.

Replacements parts must be originally installed or of approved equal quality and function approved by Kohler. The Contractor will work with and assist SCI Fayette Utility Plant personnel as needed.

PM Services required, but not limited to:

ENGINE:

1. Check Engine oil level

2. Change engine oil annually.

3. Provide oil analysis sampling for each service, each engine, crankcase and provide written reports of the sampling to SCI Fayette

4. Change engine oil filter

5. Clean or replace air filters as needed

SCI FAYETTE

6. Check and record engine oil pressure

7. Check for engine blow-by

8. Check for unusual noises

9. Check for any leaks and repair any found

10. Check operation of engine Software and record faults found in the history

11. Clean crankcase breather

12. Change oil in governor as needed

13. Inspect turbo chargers

14. Inspect all wiring for loose connections and tighten as needed

15. Inspect exhaust system

COOLING SYSTEM:

1. Check coolant level, correct level as needed

2. Add conditioner as needed

3. Check fan belts and adjustments, repair, replace, adjust as needed

4. Check for leaks, repair any found

5. Lubricate fan and belt tightener

6. Cooling analysis (annually) and provide written report to SCI Fayette

7. Check for adequate fresh air to engine

8. Change cooling system filter if so equipped

9. Check motor operated louvers, if equipped

10. Inspect fan, shroud, belts and pulleys, adjust, repair, replace as needed

11. Inspect water pump

12. Inspect radiator

13. Inspect Hoses, repair, replace as needed

FUEL SYSTEM:

1. Change fuel filters

2. Clean primary filters

3. Check fuel filters, replace as required

4. Check fuel pressure and record

5. Check for fuel leaks, repair any found

6. Check fuel dilution through oil analysis and provide written report to SCI Fayette

7. Check Day Tank fuel level

8. Drain water and sediment out of day tank filters, replace as needed

ELECTRICAL SYSTEM:

1. Check specific gravity of batteries, add distilled water as needed.

2. Check voltage on batteries

3. Clean & coat battery terminals

4. Check battery vents

5. Check operation of gauges

6. Check circuits between safety shut-offs and control panel

SCI FAYETTE

7. Check charging system

8. Check voltage without load, when possible

9. Check voltage with load, when possible

10. Load test batteries

11. Check voltage ni-cad batteries and/or lead acid batteries

12. Check generator frequency and adjust as needed

13. Visually check generator assembly

All materials removed that would have an environmental impact are to be disposed of by the contractor within state and federal laws at no additional cost to the customer, SCI Fayette.

Contractor agrees to provide and install software updates and revisions when available at no additional cost to the customer, SCI Fayette.

For any parts/materials necessary for emergency repairs or repairs outside the scope of the Preventative Maintenance (PM) Services, these parts and materials shall be paid at vendor’s cost. SCI Fayette reserves the right to request written proof (such as invoices) for the Contractor’s cost of parts and materials that were used on each repair.

Contractor shall perform all regular servicing during weekday, daylight working hours of 0730 to 1530 hours (excluding holidays, except when requested by the Institution to perform emergency services).

When emergency services are requested by SCI Fayette, Contractor to provide these services within four (4) hours after notification of need. The Facility Maintenance Manager or their designee will determine emergencies.

Contract includes all deductibles for diagnosis of faults and failures of the systems listed.

V. CONTRACTOR REQUIREMENTS

At the conclusion of each day that services are performed, the Contractor performing the work shall complete a service report form showing, at a minimum, the following:

a. Date service rendered;

b. Name of service;

c. Time of arrival;

d. Time of departure;

e. Total number of labor hours;

f. Identification of equipment worked on and a brief description of the work performed, including a list of parts and/or replacement components used;

SCI FAYETTE

g. Signature of service person;

h. Signature of facility representative.

The Contractor shall purchase and maintain, at its expense, Workmen’s Compensation Insurance and Public Liability and Property Damage Insurance. Additional Insurance requirements are provided in the associated terms and conditions.

The contractor shall abide by all Department of Corrections rules and regulations while on state property.

VI. CONTRACTOR QUALIFICATIONS

After the bid opening, and prior to awarding the contract, the Department has the right to request references (name, addresses and telephone numbers) of similar work performed in the previous two (2) years as proof of qualifications to perform the work involved in this contract.

Contractor further agrees to furnish a qualified mechanic capable of servicing and repairing the aforementioned generators with minimum 5 years experience in engine and panel work. Qualified mechanic must be able to perform Services and Repairs that will not void the Warranty/Extender Parts.

VII. CONTRACT TERM

This is a two-year contract with the option of three one-year renewals. Should the renewal option be exercised, pricing may change at the time of renewal. The price adjustment must be by mutual agreement between the Department of Corrections and the supplier and must be submitted to the Department of Corrections no later than sixty (60) days prior to the contract end date. All supporting documentation must be submitted with the pricing to justify any price increases.

VIII. BID AWARD

It shall be understood and agreed that any quantities listed in the solicitation are estimated only and may be increased or decreased in accordance with the actual requirements of the Department of Corrections.

Unless otherwise indicated, the unit price must include all labor, materials, equipment, tools, insurance, delivery fees and all items necessary for the completion of the project. In cases of discrepancies in prices, the unit price will be binding unless the unit price is obviously in error and the extended price is obviously correct, in which case the erroneous unit price will be corrected. All items will be delivered

SCI FAYETTE

F.O.B. Destination. The awarded supplier is responsible for any shipping or delivery costs.

The Commonwealth reserves the right to award by item or on a total Bid basis, whichever is deemed more advantageous to the Commonwealth.

IX. BID RESULTS

Bids will be opened on the date and time specified in the invitation for bid. Bid tabulations will be posted on the Department of General Services’ eMarketplace website http://www.emarketplace.state.pa.us/ . Tabulations are for information only and do NOT constitute actual award/execution.

X. INVOICING

Contractors must follow the following invoicing requirements:

• Accurately bill the Commonwealth for actual services rendered on all invoices

• Submit invoice to appropriate resource account within 10 business days of completed service

• Comply with Commonwealth/Department of Corrections’ practices for supplier payments

The awarded supplier should submit all invoices, as outlined by the Pennsylvania Office of the Budget, as a PDF file to 69180@pa.gov. The following link will provide more information regarding the Office of the Budget’s invoicing requirements and resources:

https://www.budget.pa.gov/Services/ForVendors/Pages/default/aspx http://www.emarketplace.state.pa.us/ mailto:69180@pa.gov https://www.budget.pa.gov/Services/ForVendors/Pages/default/aspx