SOW Generator Maintenance Contract with Attachment A.pdf

Department of Justice Federal Bureau of Prisons

South Central Regional Office Statement of Work

Monthly/Annual Preventive Maintenance and Load Testing for Emergency Generators

1.1 SUMMARY

A. The South Central Regional Office for the Federal Bureau of Prisons is seeking a vendor to provide all labor, material and supervision as required to perform an annual preventive maintenance and load testing of diesel generators located at the Federal Medical Center at 3150 Horton Road, Fort Worth, Texas. This equipment will be located outside of the institution's secure perimeter.

2.1 REFERENCE MATERIALS AND/OR CODES

A. Equipment List (see attachment A) B. Manufacturers' Specifications, recommendations and performance requirements for

Caterpillar, Detroit, Cummins/Onan and John Deere diesel engines and generators.

C. NFPA 110, Standards for Emergency and Standby Power Systems D. NFPA 70, National Electrical Code.

E. 40 CFR Part 260-279, Resource Conservation and Recovery Act, Hazardous Waste

Regulations

3.1 REQUIREMENTS

A. Scheduled Preventive Maintenance

The Contractor will perform the following Preventive Maintenance Services on a monthly basis for each two (2) 1825 KW Caterpillar, three (3) 1000 KW Cummins, one (1) 1000 KW Detroit, three (3) 500 KW Volvo twin pack Gensets (six (6) total, one (1)- 600 KW Caterpillar, one (1) 400 KW Baldor, two (2) 350 KW John Deere, three (3) 20 KW Onan/Cummins, three (3) 16.5 KW Onan/Cummins, three (3) 15 KW Onan/Cummins.

B. Monthly Preventive Maintenance will include the following:

1. Make a visual inspection of the overall condition of the unit to identify foreign objects, loose or broken fittings, guard, or other components.

2. Visually inspect fuel tank system for leaks and fuel level. Test day tank pump for proper operation. Inspect fuel condition for contaminants. Drain any water found from fuel tank or water separators. Inspect primary and secondary fuel filters for damage, leaks and proper operation. Make note of fuel pressure and ensure pressure is within manufacturers' specifications. Inspect governor controls and linkage for proper operation. Inspect governor oil level and add oil as needed.

Report the reading of fuel gauges in maintenance reports.

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3. Visually inspect radiator/heat exchanger for the presence of leaks, damage or debris. Check louvers for proper operation or damage. Inspect engine coolant condition (rust, oil or other contaminants), and check for correct level and fill as necessary. Check coolant conditioner concentration and temperature protection.

Pressure test cooling system and check filler cap gasket and sealing surfaces.

Visually inspect radiator hoses for deterioration and check for tightness of connections. Check for loose or worn pulleys and lube fan drive bearing. Check fan operation and clearance. Inspect for wear or deteriorated fan belts. Check belt tension and adjust as necessary. Inspect jacket water heater and water pump for proper operation, leaks or unusual noises.

4. Inspect air inlet system piping and air filter housing for damage, loose connections, and any evidence of leakage. Inspect air filters and clean as necessary. Clean air filter housings if the air filter is cleaned or replaced. Check housing seals and gaskets. Note air filter service indicators, inspect for proper operation, and reset indicator. On units equipped with turbo chargers, inspect turbo charger for oil or exhaust leakage. Check turbo charger for proper operation. Inspect exhaust manifold and exhaust leakage, wet-stacking, corrosion or excessive vibration.

5. Make note of oil pressure and ensure it is within proper range per manufacturer's specifications. Inspect engine for correct oil level, fill as required and visually inspect the unit for leakage. Perform an operation and visual inspection of pre-lube pumps. Check crankcase breather connection for excessive blow-by and inspect hose for deterioration.

6. Inspect batteries for damage or leakage and load test. Clean batteries with an acid neutralizer when required. Clean and tighten all battery cable connections and check electrolyte levels and specific gravity on all batteries unless it is maintenance free. Check battery charger operation and charging rate. Check starter motor and engine alternator and charging rate.

7. Check emergency system operation without a load. Check generator auto shutdown systems and all system alarms. Check manual and automatic start operation.

Check gauges, meters and display panels for proper operation and readings. Check frequency, output voltage and governor operations; adjust as necessary.

C. Annual Preventive Maintenance will include the following:

1. Take an oil sample; replace engine oil and oil filter. Inspect all gaskets and seals.

2. Take a fuel sample, replace fuel filter. Inspect fuel filter for proper seal and operation. Inspect and clean crankcase breather and replace if needed.

3. Replace air filter.

4. Take a coolant sample, check engine coolant and adjust to accepted climatic specification and fill to required level if necessary.

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5. Provide Bureau of Prisons (BOP) Contracting Officer's Representative (COR) with written Sample Reports within four (4) weeks of sample collection.

6. Check turbo charger for oil leakage and proper operation.

7. Check generator auto shutdown system and alarms.

8. Check manual and automatic start operation. Check gauges, meters and display panels for proper operation and readings. Check frequency, output voltage and governor operation; adjust as necessary.

9. Inspect circuit breakers for free movement and tight connections.

10. Lubricate generator rear bearing and check for proper adjustment and condition of vibration isolators.

11. Transfer Switch Interior Wiring Components: Perform visual inspection of all wiring and connections for signs of tracking, overheating and insulation deterioration. Check and tighten, where necessary, all control circuit wiring terminals. Check manual switches for free movement and contact continuity.

Check all time delay settings and adjust to specifications. Check condition of main and arcing contacts and auxiliary contacts. Check all common and ground wires.

Measure and record resistance to ground readings. Check lug connections and mounting insulator bolts. Perform isolation testing for voltage breakdown or current leakage. Check for proper transfer operation and sequencing of time control relays. Calibrate all phases and voltage sensitive relays. Perform relative infrared heat scan on all contacts.

12. Perform load bank testing for a period of not less than two (2) hours during annual preventative maintenance on the units listed in Section 3.1 and Attachment A of this Statement of Work.

Load bank testing is not required on the two (2) 350 KW John Deere, three (3) 20 KW Onan/Cummins, three (3) 16.5 KW Onan/Cummins, three (3) 15 KW Onan/Cummins. Live load testing of no less than one (1) hour shall be performed on these units.

D. Reports

The Contractor must provide, at a minimum, one (1) written report for each generator each time the Contractor performs Preventive Maintenance Services:

Inspection and Preventive Maintenance Report

Each time the Contractor performs Preventive Maintenance Services on a generator, the technician will complete a detailed Inspection and Preventive Maintenance Report (using contractor's standard form) detailing the activity performed, suggested corrective action, all

Page 4 of6 applicable readings. The reports will be left with the BOP representative on the site, on the day of Service.

E. Invoices

Contractor shall provide detailed, itemized invoices for each generator that will be submitted for payment upon completion of monthly and annual preventive maintenance service. Lump sum invoices will not be accepted.

F. Field Sample Report

Each time the Contractor takes oil, coolant and fuel samples, the contractor shall send the samples to a qualified testing lab. The contractor will ensure BOP receipt of the Field Sample Report within four (4) weeks of sampling.

Field Sample Reports will be sent to:

Federal Bureau of Prisons South Central Regional Office Attn: Regional Facilities Administrator 344 Marine Forces Drive Grand Prairie, TX 75051

G. Scheduling Preventive Maintenance

1. The Contractor must schedule all Preventive Maintenance Services with BOP

Facilities Management Staff in advance:

2. Preventive Maintenance Services will normally be scheduled during normal business hours, Monday through Friday, 7:30 A.M. to 4:00 P.M.

3. The contractor is responsible for scheduling services for each generator by calling the BOP Facilities Management Office in Grand Prairie, TX at 972-730-8880, and requesting a specific date.

4. BOP Facilities Management Office staff will make appropriate arrangements and call the Contractor back to confirm or suggest a different date.

H. Environmental Controls

1. The contractor will be responsible for the proper management of all hazardous and toxic waste.

2. Hazardous and Toxic Waste Containment: The contractor will provide all hazardous toxic waste containment equipment/supplies required for performance of this Statement of Work at the on-site generator maintenance area.

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3. Hazardous and Toxic Waste Disposal: The contractor will be responsible for disposal of all waste materials generated during services. The contractor shall be responsible for recovery and proper disposal of all used fuels, fluids, contaminated fuels, filters, rags, matting and tarps, used oils, and used filters, packing materials and all other materials related to the maintenance and service of the generators and all other hazardous materials. Disposal will be in accordance with federal, state, and local environmental disposal regulations, permits and licenses. Contractor will be responsible for all waste generated, from the "cradle to the grave".

4. Storage of Hazardous or Toxic Waste: Waste fluids and materials may not be stored, left, disposed of, or otherwise retained on government property after completion of a scheduled monthly or annual service.

5. Compliance with Environmental Protection Standards: The contractor will be responsible for complying with all federal, state, and local regulations pertaining to the prevention of the spilling of fuels and lubricants. The contractor will have on-site fuel absorbing material capable of absorbing a minimum of 50 gallons of diesel or other hazardous waste.

I. Period of Performance

The period of performance of this contract will be one year from the date of contract award through completion of the monthly and annual checks and testing. The contract will include the provisions for four one-year options beyond the initial period for performance.

Performance will begin no later than seven (7) calendar days after contract award.

The contractor will schedule all site visits with the appointed BOP Contracting Officers Representative (COR) prior to the actual visit. All site visits made for conducting preventive maintenance will be performed between the hours of 7:30 A.M. and 4:00 P.M. Monday- Friday, (not to include Federal holidays).

The contractor will comply with all applicable Federal, State, and local codes, permitting and license requirements.

STATEMENT OF WORK

Monthly/Annual Preventative Maintenance and Load Testing for Emergency Generators

Attachment A Generators:

Annual Preventative Maintenance to Include Load Bank Testing and Fluid Samples and Fluid Replacement:

1. 1825 Caterpillar Generator BOP#2 J0430T

2. 1825 Caterpillar Generator BOP #4 J0432T

3. 1000 KW Volvo (500 KW Twin-Pack) BOP #5 J0799T

4. 1000 KW Volvo (500 KW Twin-Pack) BOP#6 J0800T

5. 1000 KW Volvo (500 KW Twin-Pack) BOP#7 J0801T

6. 1000 KW Detroit Generator BOP#9 J0437T

7. 1000 KW Cummins Generator BOP#10 J0435T

8. 1000 KW Cummins Generator BOP#11 J0436T

9. 600 KW Caterpillar Generator BOP#12 J0438T

10. 1000 KW Cummins Generator BOP#13 J0468T

11. 400 KW Baldor Generator BOP#14 J0590T

12. 450KW Kato-Light Generator BOP#17 J0797T

Annual Preventative Maintenance to include Fluid Samples and Fluid Replacement. No Load Bank Testing:

1. 350 KW John Deere Generator Kitchen #1 J0433T

2. 350 KW John Deere Generator Kitchen #2 J0434T

3. 20 KW HDKCD Onan/Cummins Generator Bunkhouse#3 J0456T

4. 20 KW HDKCD Onan/Cummins Generator Bunkhouse#2 J0470T

5. 20 KW HDKCD Onan/Cummins Generator Bunkhouse#1 J0445T

6. 16.5 KW HDKCD Onan/Cummins Generator CST J0451T

7. 16.5 KW HDKCD Onan/Cummins Generator Shower J0446T

8. 16.5 KW HDKCD Onan/Cummins Generator Command J0444T

9. 15 KW HDKCD Onan/Cummins Generator Bunkhouse J0562T

10. 15 KW HDKCD Onan/Cummins Generator Armory J0428T

11. 15 KW HDKCD Onan/Cummins Generator Mobile Command J0798T

STATEMENT OF WORK Attachment A Generatorspdf