SOW Maintain Emergency Generators 2025.pdf

Statement of Work Standby Generator Industrial Maintenance Service Agreement

USDA R. W. Harned Building #1

USDA ARS Poultry Farm

USDA-ARS

MS State, Mississippi

Prepared by:

Neil Johnson 05/26/2025

Table of Contents

Location Map Page 3

Statement of Work Page 4

Task List Page 5

Contractor Responsibility Page 6

Execution of work Page 7

Generator Photos Page 8-13

Project Schedule/Contacts Page 14

Location Map:

Statement of Work: Through an option year contract, the contractor will provide all new parts, labor and materials for the maintenance of the following list of emergency generators located at USDA ARS MS State:

1. Cummins Generator Model QSK23-G7 NR2, 1220HP, 800KW located behind Harned Bldg 1.

2. Briggs & Stratton Generator Model 040306B Single Phase 120/240volts located at bldg. 36.

3. Detroit Diesel Model: 200PJC6DT3 Located at Poultry Research Unit

4. Detroit Diesel Model: 200PJC6DT3 Located at Poultry Research Unit

5. Detroit Diesel Model: 250PJC6DT3 36939 Located at Poultry Research Unit

6. On Site Energy Generator Model: MTU 6R0113 DS 200 Located at Poultry Research Unit

7. Generac Generator Model: RG04854GNAX Located at Poultry Research Unit

Contractor will provide labor and parts to service generators per manufacturers recommendations or as needed to include provide air test system; lubricant change when necessary; provide electrical, controls, and transfer switch maintenance. Provide full service on all basic service items such as replacement of belts and hoses, battery, coolant, air filters and periodic Load testing.

This project is located at Building #1, R. W. Harned Building, USDA ARS MS State at 150 Twelve Lane, MS State, MS 39762 and USDA ARS Poultry research farm, 606 Spring Street, Starkville, MS 39759.

Project Objective: Through an option year contract that will run from 08/01/25 to 07/31/30, the objective is to have all standby generators ready for use in case of utility power failure. Ongoing research would be lost during power failure. Poultry houses must always have power during research trials. Generators must be able to operate at any time. In the case of a power outage, the contractor must be able to respond to the facility within a 2hour maximum response time due to the nature of experiments and tests being conducted at the site facilities.

Contractor must be registered in System for Award Management, (SAM), prior to submitting a bid.

Registration can be obtained through:

https://www.sam.gov

Site Visit: Bidders are encouraged to visit the site and be escorted by a government representative to confirm locations, KW sizes, and present condition of the generators before a bid is submitted. The site visit shall be for the purpose of observing firsthand any conditions relevant to the completion of this project. No consideration will be given to claims based on lack of knowledge of existing conditions, except where contract documents make definite provisions for adjustment in cost or extension due to existing conditions not readily foreseeable. This project is located at USDA-ARS in MS State, MS.

Safety: The contractor will submit a Site Safety Specific Plan/Accident Prevention Plan in industry recognizable format to the Contracting Officer within 7 days of contract award. The Plan shall include phone numbers and maps to the local Dr. Office and nearest Hospital. Service trucks will be disinfected by tire cleaning before entering poultry farm.

Base Bid: Contractor to service and load test all standby generators.

https://www.sam.gov/

Task List:

• Provide materials and labor needed to service and load test generators.

• Inspection Service – includes the 40+ point inspection.

• Basic Service – performed annually includes:

a. System testing of air, lubricating, fuel, electrical, controls, & transfer switch.

b. Oil change with filter.

c. Fuel filter change (only for diesel applications).

d. Coolant testing and treatment if radiator cooled.

• Full Service – performed every third year includes:

a. 40+ Point Inspection

1. Check oil, start, warm up, oil pressure

2. Check amps and volts per leg

3. Check frequently

4. Adjust frequency and voltage as required

5. Check exhaust system for leaks

6. Check timing sequence on crank cycles

7. Check operation of transfer switch

8. Check engine control settings

9. Start engine from test position

10. Start engine from automatic position

11. Check alarm systems

12. Inspect and replace pilot lights on engine and transfer switches

13. Inspect tank and fuel

14. Check and replace fuel filters

15. Check operation of Governor

16. Clean fuel pump screen

17. Check fuel lines for leaks

18. Check and clean and tighten all electrical connections

19. Check the electrolyte level of batteries

20. Inspect and replace point, condenser and plugs

21. Inspecting ignition system

22. Check and set timing

23. Check operation of battery charger, replace blown fuses

24. Clean and replace air cleaner element

25. Check the complete air system for leaks and deficiencies

26. Clean and change oil in bath filters

27. Check turbocharger shaft end play

28. Check tighten turbocharger mounting bolts

29. Change engine oil and filter

30. Change hydraulic governor oil

31. Clean and replace crankcase breather

32. Check for oil leaks

33. Check PVC valve

34. Inspect and replace belts and hoses

35. Check and fill coolant level

36. Test specific gravity of coolant/antifreeze

37. Change corrosion resistor element

38. Check for coolant leaks

39. Check the block heater and thermostat

40. Lube fan hub

b. All Basic Service items plus.

c. Replacement of belts and hoses.

d. Replacement of battery.

e. Replacement of coolant.

f. Replacement of air filter

Proposals shall be in unlocked MS Word format and all cost proposals shall be detailed and presented in unlocked MS Excel format with formulas working.

Contractor Responsibility:

1. Contractor will verify all generator locations and site conditions prior to beginning work.

2. Contractor will keep separate maintenance service logs to keep track of maintenance services, parts replacements and load test along with next service date. Logs will be kept on site.

3. Contractor will perform the work as listed in the above outlined Base Bid.

4. Contractor shall keep work area clean daily and take measures to control debris while work is being performed.

5. Contractor is required to manage the project and consult with the Government prior to beginning all work phases. And, to work in a manner that minimizes the impact of the work on Government operations, research, and functions.

6. All work must be performed in such a manner as to not adversely affect daily operations of the facility, its workers, and the onsite facility operations.

7. Remove all material and debris from the worksite and dispose off-site.

Material / Submittals:

The Contractor shall supply all materials necessary to successfully maintain all generator systems as required. Submittals on all material incorporated into the work, including shop drawings and specifications, used on this project shall be submitted to the EPM and Contracting Specialist as noted in this document. Electronic submittals are acceptable otherwise three written submittals are required.

Execution of Work:

Contractor will verify all generators and site conditions prior to beginning work. The contractor will schedule any Emergency work between working hours of 730am to 430pm as listed below. If special conditions occur due to bad weather, Contractor may be call on to service a generator unit on the weekend. Contractor is required to provide labor, specified material, equipment, and other tools required to perform the job fully and completely. No government equipment will be available for use by the contractor. The contractor shall always be responsible for protecting his work and ensuring the safety of his crew and ARS employees. Upon completion of the project, the contractor shall remove from the premises all accumulated materials and rubbish caused by the project. Premises shall be left in a clean, orderly, and acceptable condition.

Damage to Property:

Any damage to the Government buildings, utilities, etc. caused as the result of the contractor’s activities shall be repaired or replaced to the satisfaction of the Government Inspection and Acceptance:

A government representative shall inspect and approve the work performed on this project.

Project Schedule:

Servicing of generators located at Harned Bldg. #1 and Building 36 will be coordinated with the Facility Point of Contact Neil P. Johnson. Servicing of generators located at the Poultry Research Unit will be scheduled with the Poultry Research Point of Contact Jason Johnson and shall not interfere with on-going research efforts.

Generator Photos

Harned Bldg 1

Bldg 36

Poultry Generators

Work Hours:

Contractor work hours shall be Monday through Friday, seven (7:30) A.M. to four thirty (4:30) P.M. with the exception of Government holidays.

Project Contacts:

Mr. Herbert Jones, Administrative Officer (AO) USDA, ARS MS State 150 Twelve Lane MS State, MS 39762 Phone: 662-320-7393 Cell: 662-684-9886 Email: Herbert.Jones@usda.gov

Mr. Kevin Magee, P.E., Engineering Project Manager(EPM) USDA, ARS SEA Facilities Engineering P.O. Box 38, 141 Experiment Station Road Stoneville, MS 38776 Cell: (662) 336-0712 Kevin.Magee@usda.gov

Mr. Jason Johnson, Poultry Research Point of Contract (POC) 606 Spring Street Starkville, MS 39759 662-320-7601 Email: Jason.K.Johnson@usda.gov

Mr. Neil P. Johnson, Facilities Point of Contact (POC) P.O. Box 5367, 150 Twelve Lane MS State, MS 39762

(662) 684-9141 Email: Neil.Johnson@usda.gov

To Be Determined, Contract Specialist USDA, ARS, Southeast Area Administrative Office Acquisitions, Personal Property & Fleet Management mailto:Herbert.Jones@usda.gov mailto:Kevin.Magee@usda.gov mailto:Jason.K.Johnson@usda.gov mailto:greg.porter@usda.gov