SOW Generator Maintenance.pdf

Statement of Work Preventative Maintenance and Service of Emergency Generators

1.0 Background

The Cooperative Oxford Laboratory (COL) is a government owned laboratory, located at 904 South Morris Street, Oxford MD 21654, and is seeking the services for the inspection, calibration and service the six (6) Emergency Generators and related switch gear and transfer switches located at the COL on a quarterly and annual basis. The campus has six (6)Emergency Generators with related switch gear and transfer switches. The two of the emergency generators are located near building 1, one is located by building 3, one is located by building 8, one is located by building 9, and one is located by building 13. The company that is retained needs the ability to respond to emergency calls 24 hours a day, 365 days a year. In order to comply with the Debt Collection Improvement Act of 1996, contractors must be registered in the System for Award Management (SAM) to be considered for the award of a federal contract. For information regarding SAM registration, access the SAM website at https://www.sam.gov/SAM/. Vendor must note on their quote if they accept credit card payment, list any pertinent GSA contract information with effective contract dates, and provide their DUNs number.

2.0 Objectives

The objective is for COL to obtain a multi -year firm fixed price contract for a qualified Contractor to perform the quarterly and annual preventative maintenance and safety code inspection support services for the three Emergency Generators, switch gear and transfer switches located at the Cooperative Oxford Laboratory, 904 South Morris Street, Oxford MD 21654. The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to effectively and efficiently fulfill all the requirements of this Statement of Work (SOW).

Their performance characteristics are subject to moderate use in operating times and pressure loads which are in line with most properties and equipment in the Contractors experience. As stipulated the six generators, switch gear and transfer switches and associated equipment included in this Statement of Work (SOW) will require preventative maintenance, service, repair, inspection, and testing similar to most moderately used emergency generators. The term of this requirement is intended to consist of a one (1) year base period with four (4) one (1) year option periods. It is highly encouraged that vendors arrange for a site visit to walk through the HML and look at the UPS’s and associated equipment prior to providing an estimate.

Please contact Mr. Greg Wilson (443) 258-6114 to arrange for site visit.

3.0 Scope

The contractor will provide the COL with the expert preventative maintenance, testing and calibration during their semi- annual and annual visits along with providing full service.

Full Service coverage includes unlimited 24/7 emergency service. Emergency service calls will be returned within 30 minutes.

On-site response time is guaranteed in four hours or less, when on-site support is required. Full Service coverage includes 100% parts, labor, travel, and on-site time for both remedial and emergency repairs. Full Service does not include full-string capacitor replacements.

3.1 Service and Repair

The contractor will provide the COL with the expert preventative maintenance, testing and calibration during their quarterly and annual visits along with providing all filters, belts, oil and the antifreeze for the cooling system. The service required would be characterized by performance of consistently reliable maintenance and service procedures. Equipment shall be kept in fine tune condition by appropriate repairs, maintenance, calibration and adjustments for peak effectiveness and efficiency, responsiveness on the part of the contractor when any repair or adjustment is needed. The list of required checks, are provided at the bottom of the statement of work.

Contractor employees shall, immediately upon arriving to the job site; check-in with the building receptionist at the front desk and immediately prior to their departure from the job site shall check-out with the Receptionist at the front desk. During afterhours callbacks; the contractor employees shall check-in with the building engineer on duty at the rear of the building at the loading dock office.

Each technician will be trained in the following:

Lockout – tag out Electrical safety – high voltage Hazardous communications Personal protective equipment Fall protection

3.2 Quarterly/Annual Maintenance Inspections

The contractor will provide COL with the expert maintenance services. The contractor shall provide labor and material to perform Quarterly and Annual maintenance inspections, which include the below. The contractor maybe required to furnish all https://www.sam.gov/SAM/

Generator Maintenance for Cooperative Oxford Laboratory minor repair labor for the system including the equipment listed below. The service contractor shall furnish all labor, material, lubricants, filters, piping, electrical devices, travel expense, tools, test equipment, machinery and equipment necessary to complete performance of all aspects of Maintenance Inspections described in this Statement of Work.

4.0 Equipment

Building Brand Serial # Model Spec/Freq/Serv Rating

Rated Kw, KVA, Fuel, Battery

Amps

Bldg. 9 Cummins Onan I070105015 G6LA-5934575 60Hz 77KVA, 77KW, LP 399

Bldg. 13 Cummins Onan F190589059 C22N6 60Hz 25KVA, 25KW, LP 100

Bldg. 1 Kohler 0773166 12RZ 60Hz 22KVA,22KW, LP 50

Bldg. 3 Sentry Pro EG-26-301 SP-220-1-1 60Hz 19KVA, 19KW, LP 184

Bldg. 1 Power Station F25810589 P2200100 60Hz 22KVA, 22KW, LP 184

Bldg. 8 Baldor P0506130004 10.930.25-G15 60Hz 25KVA, 25KW, LP 208

5.0 Tasks

Task Areas

5.1 Battery and Battery Charger System

5.2 Fuel System

5.3 Engine Cooling System

5.4 Housekeeping

5.5 Engine and Lubrication System

5.6 Intake and Exhaust System

5.7 Generator Controls and Power Connections

5.8 Generator Operations

5.9 Automatic Transfer Switch

5.10 Lubrication Oil and Filtration Service

5.11 Operational and Functional Review of Generator Critical Components

5.12 Emergency Services

Task Number

Work Milestones

Projected Completion Date

5.1 Battery and Battery Charger System

5.1.1 Check/record battery charger functions & charge rate

5.1.2 Check connections, termination cleanliness and security

5.1.3 Check electrolyte level, vent caps and all cells in the starting batteries

5.1.4 Check specific gravity of batteries

5.1.5 Test starting batteries with electronic analyzer

5.1.6 Check starter connections and wiring

5.1.7 Check starting voltage

5.2 Fuel System

5.2.1 Inspect main tank/day tank fuel level & test transfer pump operation

5.2.2 Inspect tank vents & overflow piping

5.2.3 Inspect gaseous fuel regulator vent, (natural gas only)

5.2.4 Inspect all fuel hoses, clamps, pipes, components, vents and fittings

5.2.5 Inspect governor linkage and oil level (if applicable)

Task Number

Work Milestones

Projected Completion Date

5.2.6 Drain condensation from fuel/water separators

5.2.7 Obtain fuel sample & inspect for contamination

5.2.8 Optional – fuel sample for laboratory analysis*

5.3 Engine Cooling System

5.3.1 Inspect water pump, all hoses and clamps for leaks, coolant level and condition

5.3.2 Inspect radiator condition

5.3.3 Observe coolant heater operations

5.3.4 Inspect drive belts, observe alignment and deflection

5.3.5 Utilize SCA test strip to record coolant properties

5.3.6 Inspect radiator surfaces, shrouds and barriers for obstruction

5.3.7 Optional-coolant sample for laboratory analysis*

5.4 Housekeeping

5.4.1 General cleaning of enclosure interior, genset and ATS

5.5 Engine and Lubrication System

5.5.1 Inspect lubrication system for leaks & visually check oil levels

5.5.2 Inspect Crankcase ventilation system

5.5.3 Inspect spark ignited ignition system

5.5.4 Inspect oil heater operation (if applicable)

5.6 Intake and Exhaust System

5.6.1 Inspect air cleaner restriction indicator

5.6.2 Inspect air cleaner element and entire intake system

5.6.3 Inspect entire exhaust system and rain cap

5.6.4 Inspect louver operations

5.6.5 Inspect spark arrestor

5.6.6 Empty condensate trap on silencer

5.7 Generator Controls and Power Connections

5.7.1 Visually inspect all control mounted components and wiring

5.7.2 Visually inspect all control mounted components and wiring

5.7.3 Inspect generator heater operation

5.7.4 Lamp test all lights and indicators

5.7.5 Visually inspect breaker and power connections

5.7.6 Manually operate generator main breakers(s) open and close

5.8 Generator Operations

5.8.1 Start, observe, & record generator and equipment operations

5.8.2 Verify engine and generator safeties for proper operation

5.8.3 Inspect duct work, louver motors, controls & test as appropriate

5.8.4 System test with or without load

5.9 Automatic Transfer Switch (ATS)

5.9.1 Visually inspect all power and control wiring

5.9.2 Visually inspect switch mechanism and enclosure

5.9.3 Visually inspect controls and time delays settings

5.9.4 Verify function of exercise clock

5.10 Lubrication Oil and Filtration Services

5.10.1 Change engine lubrication oil

5.10.2 Change primary lubrication and bypass filters

5.10.3 Change fuel and coolant filters

5.10.4 Post lube service operation of genset (unloaded ) at rated temperature

5.10.5 Optional –oil sample for laboratory analysis *

5.11 Operational and Functional Review of Generator Critical Components

5.11.1 Inspect engine cooling fan & fan drives for excessive wear or shaft wobble

5.11.2 Check all pulleys, belt tensioners, slack adjusters & idler pulleys for travel, wear & overall condition

5.11.3 Inspect/Lubricate drive bearings, gear or belt drives

DELIVERABLE SCHEDULE

ITEM DESCRIPTION QUANTITY DUE DATE DELIVER TO

1 Annual Inspection/Servicing 6 Emergency/Standby Generators and associated equipment

1 Annually Greg Wilson

904 South Morris Street, Oxford MD 21654

(443) 258-6114

2 Quarterly Inspection/Servicing 6 Emergency/Standby Generators and associated equipment

4 Quarterly Greg Wilson

904 South Morris Street, Oxford MD 21654

(443) 258-6114

3 Emergency Response (24 hours/day and 7 days/week).

1 Continuously Greg Wilson

904 South Morris Street, Oxford MD 21654

(443) 258-6114

6.0 Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI) None

7.0 Security

On May 11, 2006, the National Oceanic and Atmospheric Administration (NOAA) issued policies and procedures for hosting foreign nationals (non US citizens) as visitors or guests. Prior authorization must be obtained for all foreign nationals as defined in NAO 207-12, from the Department of Commerce Servicing Security Office. Service vendors must sign in at the front desk and sign a visitors log declaring whether or not they are a US citizen every time they visit. Sending a foreign national technician or assistant to perform work at the subject facility without notification and obtaining appropriate clearance will result in workers being turned away without obligation for any compensation to the vendor for services rendered and will be grounds for contract termination.

8.0 Work Schedules/Shifts

Excluding emergency services that are required, the Contractor shall accomplish all work for the COL during the hours of 0800 and 1630 Monday through Friday, excluding Federal Holidays.

9.0 Safety

The Contractor shall provide and ensure that all personnel at the work site wear the safety devices/apparel described below if required.

9.1 Approved back support and protective devices

9.2 Eye protection in compliance with ANSIZ87.1. -1968.

9.3 Approved hearing protection

9.4 Approved hand protection

9.5 Other safety devices/apparel when conditions warrant

9.6 Perform Lock Out Tag Out procedure (LOTO)

The Contractor shall furnish documentation as directed by the Contracting Officers Representative (COR) of the completion of the approved safety training of equipment operators and other personnel. The safety training shall comply with all OSHA standards and a sample program shall be submitted to the Contracting Officers Representative (COR).

The Clients Safety Officer reserves the right to inspect all areas for safety violations at its discretion, direct the Contractor to make immediate improvement of necessary conditions and/or procedures, and/or stop the work if other hazards are deemed to exist.

In the event that the Client Safety Officer should elect to stop work because of any type of existing safety hazards after the Contractor has been notified and provided ample time to correct, the Contractor shall bear all costs for eliminating the hazard(s) and shall not be granted compensation for the work stoppage. The Contractor shall pay all additional expenses.

The Contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the contract. The Contractor shall take all necessary precautions for safety of, and shall provide reasonable protection to prevent damage, injury or loss to persons, properties, equipment and vehicles.

The Contractor shall, without additional expense to the Client, be responsible for obtaining and renewing all necessary licenses and permits. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor’s negligence and shall take proper safety and health precautions to protect the work, the workers, the public and the property of others. In addition, the Contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the entire work.

The Contractor shall comply with all applicable revisions, additions, changes and/or upgrades to any Federal, state, and municipal laws, codes, and regulations which are in effect on the date of contract and which affect the performance of the work.

10.0 Environmental Compliance

10.1 The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

10.1.1 Register at front desk and receive a temporary pass for one day (if needed a door pass card will be provided)

10.1.2 The front desk personnel will have you read a brief statement concerning the EMS, the Facility Engineer or designated maintenance staff member will convey to the contractor any other items that need to be done to protect COL and the environment issues we have.

10.2 Conformance With Environmental Management Systems

10.2.1 The Contractor shall perform work under this contract consistent with the relevant policies and objectives identified in the agency, organizational, or facility environmental management systems (EMS) set forth in the contract.

10.2.2 The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management

Programs and Operational Controls identified by the agency, organizational, or facility EMS, and shall provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals.

10.2.3 In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the Contractor shall expeditiously take all necessary corrective or preventative actions.

10.2.4 In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Site Coordinator.

11.0 Travel

None

12.0 Special Material Requirements

None

13.0 Place of Performance

Cooperative Oxford Laboratory (COL) 904 South Morris Street Oxford, MD 21654

14.0 Period of Performance

Period of this contract will be September 15, 2021 to September 14, 2022. If an option is exercised, the period of performance shall be extended through the end of that option period. The option periods that may be exercised are as follows:

Period Start Date End Date

Option I 09/15/2022 09/14/2023

Option II 9/15/2023 09/14/2024

Option III 09/15/2024 09/14/2025

Option IV 09/15/2025 09/14/2026

15.0 IT Security Requirements

The Certification and Accreditation (C&A) or Assessment and Authentication (A&A) requirements of Clause 48 CFR 1352.239- 72 do not apply, and a Security Accreditation Package is not required. The contractor shall not have access to any government owned equipment or be furnished government privileged information. All hardware and software provided in this contract will become the property of the government.

16.0 Additional Requirements and Provisions

Contractor Qualifications:

In determining the responsibility of a contractor, the following criteria will be considered. Contractors may be asked to produce evidence so their responsibility can be determined.

16.1. The contractor must have at the time of proposal any and all applicable licenses as required under the laws of South Carolina, Federal laws, and any local laws or ordinances for the performance of work under this agreement.

16.2. Adequate capital and credit rating sufficient to complete all operations under this agreement.

16.3. Whether the contractor can provide the service promptly, or within the time specified, without delay or interference.

16.4. The character, integrity, reliability, reputation judgment, experience, and efficiency of the contractor.

16.5. The quality of performance of previous contracts and services.

16.6. An adequate supply of equipment in good condition and adequate manpower to perform the service.

16.7. The term of this agreement will be for one year from the date of acceptance by both parties with an option for annual renewal of four additional years.

16.8. The contractor must submit an organizational chart of the Service Company showing location of offices and employees that will be associated with the administration and performance of this contract.