SOW - Generator Maintenance.docx

SCOPE OF WORK

Generator Maintenance TDVV

GENERAL INFORMATION

Title of Project: Trinka Davis Veterans Village Generator Maintenance Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this scope of work (SOW), except as may otherwise be specified.

Directive: VHA Directive 1028 requires a minimum of two independent sources of power for all VA medical facilities to include any associated affiliate sites. A normal source generally supplying electrical power to the entire facility electrical power distribution system, and one or more alternate sources for use when the utility or primary source is interrupted. The alternate source must be one or more emergency diesel generator(s) located on the VA medical facility required by NFPA 70, NFPA 99, and NFPA 101. VA Physical Security Design Manual establishes 100 percent backup of mission critical loads as the standard.

Narrative: The purpose of this statement of work is to provide the guidelines, schedules, and procedures necessary to maintain the emergency generator systems at the Trinka Davis Veterans Village / Carrollton CBOC located at 180 Martin Dr, Carrollton, Ga 30177.

Upon each service level P.M. Inspections will be performed to determine conditions, appearance, check for leaks, abuse, and proper operation, repairs or maintenance required for proper operation. A copy of each inspection report and a list of itemized recommendations will be furnished after each inspection.

Vendor shall provide qualified technicians to troubleshoot any communications between generators, automatic transfer Switches (ATS’s), and centralized alarms pertaining to any remote monitoring systems as part of the system.

Vendor shall also provide qualified engine maintenance personnel with a 240-minute response time in the event of generator or associated automatic transfer switch emergency (ATS).

Engines to be covered by this agreement are as follows:

Automatic Transfer Switches covered by this agreement are as follows:

Description of Service Levels (Generators):

Level I – Service to be performed 3 times a year:

JUNE, SEPTEMBER & DECEMBER

Before Start-Up Checks (Visual):

1. Check Anti-freeze and Coolant Level.

2. Check Radiator (leaks, damage, blockage).

3. Check Fan Assembly (cracks, bent blades, grease bearings).

4. Check V Belts (proper tension, condition).

5. Check Coolant hoses (conditions, leaks).

6. Check Fuel System Day Tank (operation, lines, leaks).

7. Check Fuel Injection System (leaks, condition).

8. Check Fuel Priming Pump (operation, leaks, condition).

9. Check Air Cleaner Assembly (leaks, cracks, gaskets, filter condition).

10. Check Inlet Manifold and Piping (leaks, condition).

11. Check Exhaust Manifold and Piping (leaks, condition).

12. Check Electrical DC Wiring (engine, condition, connections).

13. Service Batteries and Cables (distilled water level, condition, connections).

14. Check Battery Charger (condition, operation, AC/DC).

15. Check Balancer (leaks, condition).

Operation Check:

1. Check Battery Voltage Drop While Cranking (condition).

2. Check Engine Smoke (critical system indicator).

3. Check Safety Shutdowns and Pre-Alarms (condition, operation).

4. Check Fuel Transfer Pump (PSI, condition, leaks).

5. Check Oil Pump (PSI).

6. Check Lubrication System (leaks).

7. Check Entire Cooling System (leaks).

8. Check Operating Temperatures / Regulators (operation).

9. Check Gauges and Indicators (operation, condition).

10. Check Governor (operation, stability, response, frequency).

11. Check Turbo Charger If Applicable (operation).

12. Check Aftercooler If Applicable (leaks).

13. Check Control Panel (condition, operation, faults).

14. Check Electrical Power Generation (operation, voltage, frequency).

15. Check Exhaust (operation, leaks in generator housing, muffler).

16. Check Service (Hour) Readings and record (condition, operation).

17. Transfer Power to Generator (operation-if permissible by Owner).

18. Perform Minor Adjustments or Tunning as Necessary.

At Operating Temperature:

1. Re-Check Lubrication System (leaks).

2. Re-Check Cooling System (leaks).

3. Re-Check Air Induction System and Acoustical Materials (leaks, condition).

4. Re-Check Exhaust System (leaks).

5. Re-Check Governor (stability, response).

6. Re-Check Voltage and Frequency.

7. Perform Minor Adjustments as Necessary.

Level II – Service to be performed 1 time a year: MARCH Level I Services Plus the Following:

Maintenance:

1. Check Generator Alignment.

2. Grease Generator Bearings (as required).

3. Change Oil filters.

4. Change Oil (Engine Lubricating).

5. Change Fuel Filters.

6. Take Oil Sample and Send Evaluation Report.

Level III – Service to be performed 1 time a year: JANUARY Level I & II Services Plus the Following:

Maintenance:

1. Drain and refill cooling system with Manufacturer recommended Anti-Freeze and Conditioners.

Generator Cooling System Service (Manufacturer Recommended Hours):

1. Drain Coolant.

2. Fill the Cooling System with Manufacturer Recommended Cooling System Cleaner / Flush Mixture.

3. Start and Operate Engine under Manufactures Recommended Rated Load for Manufacturer Recommended Amount of Time.

4. Stop Engine and Drain Cleaning Solution.

5. Refill Engine with Clean Tap Water and Run Engine for ½ Hour under Manufactures Recommended Rated Load.

6. Repeat Items 4 & 5 as Necessary until Engine is Clean.

7. Refill Engine Cooling System with Manufacturers Recommended Type Anti-Freeze and Conditioners.

8. Start and Operate Engine under Manufactures Recommended Rated Load for ½ Hour.

9. Stop Engine and Top Off Coolant Level if Necessary.

All lubricants, oil filters, fuel filters, air filters and other materials necessary to perform and maintain system integrity at levels I, II and III shall be included as part of the contract.

All disposal of lubricants, oil filters, fuel filters and air filters and other materials utilized to maintain system integrities at levels I, II and III shall be removed from the property per the Vendor and disposed of following EPA and local guidelines.

All pricing to include travel, taxes, EPD supplies, and environmental charges shall be included as part of the contract.

Fuel Lab Analysis:

Provide labor and materials for sampling and lab analysis of unit belly tanks for generators during regularly scheduled PM (Level II Service in March). Service to be provided 1 time per year for 4 fuel tanks. Lab analysis will include the most current ASTM standards and reflected on the documentation submitted to the COTR.

· Particulate Contaminates

· Spectrochemical Analysis

· Accelerated Stability Test

· Sediment and Water Contaminant

· Micro-Organism Study Resistive Load Bank Test:

4-Hour to be performed in the month of December.

· Service to be performed once every 3 years (Triennial).

· All cabling and equipment utilized for the Resistive Load Test will be provided by the Vendor.

· Vendor is to make all the necessary connections.

· Personnel to remain on site for the duration of the testing.

Repairs:

· Vendor shall provide repair service for Generators, Automatic Transfer Switches and associated Controls and Alarms annually in the amount of $7,500.00.

· All repair and emergency calls shall be responded to with-in 4-hours of established communications.

SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES:

Contractor shall provide Level I, II, and III reports and Invoices via to the COTR Adam A Doty of the contract upon completion of each service as defined in the S.O.W. Additional services to include but not limited to Fuel Lab Analysis, Resistive Load Bank Testing, and Repairs shall be performed to the most recent NFPA, ASTM, and NEC standards and referenced on associated deliverables per Joint Commission required documentation deliverables to the COTR upon completion of each service respectively.

EVALUATED TASKS AND ASSOCIATED DELIVERABLES:

Contractor must have the capability and all Licensing required to maintain, service and repair power generation equipment defined in the S.O.W. Contractor must have a minimum of 5 years’ experience in associated industry conducting similar services under contract.

SCHEDULE FOR DELIVERABLES:

· Level I Service (June, September, December): Vendor electronic invoices for Service to COTR

· Level I Service (June, September, December): Electronic description of Service provided to COTR

· Level I Service (June, September, December): Vendor invoicing into Tungsten under correct Purchase Order Number

· Level II Service (March): Vendor electronic invoices for Service to COTR

· Level II Service (March): Electronic description of Service provided to COTR

· Level II Service (March): Vendor invoicing into Tungsten under correct Purchase Order Number

· Level III Service (January): Vendor electronic invoices for Service to COTR

· Level III Service (January): Electronic description of Service provided to COTR

· Level III Service (January): Vendor invoicing into Tungsten under correct Purchase Order Number

· Fuel Lab Analysis (March): Vendor electronic invoices for Service to COTR

· Fuel Lab Analysis (March): Electronic description of Service reflecting most recent applicable ASTM Standards provided to COTR

· Fuel Lab Analysis (March): Vendor invoicing into Tungsten under correct Purchase Order Number

· Triennial Resistive Load Bank Testing (December): Vendor electronic invoices for Service to COTR

· Triennial Resistive Load Bank Testing (December): Electronic description of Service provided to COTR

· Triennial Resistive Load Bank Testing (December): Vendor invoicing into Tungsten under correct Purchase Order Number

· Each Submittal will reflect the equipment that has been serviced and/or repaired by the correct nomenclature reflected in the tables described in the S.O.W.

For All visits by Contractor:

Contractor will be required to sign in at the location designated by the Engineering Supervisor and/or staff after contract award before beginning each service and/or repair. Upon completion of the work performed the contractor shall provide a copy or email a copy of the service report with the Engineering Supervisor annotating what preventive maintenance and/or repair was done. Each service report shall include the name of the contractor, name of Field Service Engineer (FSE), date, time (starting and ending), equipment downtime, hours of labor including costs (when emergency service is authorized outside of normal working hours), the parts utilized including costs, VA purchase order # (when emergency service is authorized outside of normal working hours), the nature of the problem, the nomenclature of the item repaired. The service designee and the FSE attesting that the equipment is in satisfactory working order and is functioning at an acceptable level of performance shall sign this report. The contractor shall sign out at the designated location before leaving.

CHANGES TO STATEMENT OF WORK:

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

GOVERNMENT RESPONSIBILITIES:

1. Provide and escort for the contractor when scheduled maintenance and/or repair are being conducted and provide access to required areas.

2. Document the contractor’s arrival and departure from the facility.

Background:

Trinka Davis has four Generac 130 KW generator sets each with its own belly tank @ 706 gallons for fuel located under the unit. Each Unit has an automatic transfer switch that communicates with both the generators and a centralized control/alarm panel. Each generator is diesel engine driven which requires constant maintenance. This system was installed when the VA took over Trinka Davis to meet all Life Safety requirements and regulations per NFPA, and VHA Directives for health care facilities. Each unit is localized to four different areas for long-term care called houses. Generator 1 also provides essential emergency lighting for the CBOC Carrollton Clinic and essential equipment in case of power failures.

Period of Performance: