SOW Microgrid Generator Maintenance Emergency Repairs.docx

Statement of Work (SOW) Operations and Maintenance of the (Microgrid Systems) Anniston Army Depot, AL

MARKET RESEARCH ONLY

1.0 OBJECTIVE: The purpose of this Statement of Work (SOW) is to provide maintenance/repair and emergency service/repair for the entire microgrid system located at Anniston Army Depot (ANAD). The objective is to ensure that the entire microgrid system is capable of 24/7 operation.

2.0 SCOPE:

2.0.1. GENERAL. The Contractor shall provide all labor, parts and material, software and programming, system/software updates, recommended and routine and scheduled maintenance, generator load testing, emergency on call/onsite service, transportation, and operational support to ANAD employees. Furthermore, the Contractor shall participate in and provide onsite operational support during all Black Start Exercises upon request or as prescribed by ANAD, and provide 24/7 onsite technical and operational support during all emergency operations to ensure all systems are fully operational. The Contractor shall also maintain a stock of manufacturer’s recommended spare parts and software.

The Contractor shall use trained personnel with applicable and current licenses or certificates necessary to service all systems that comprise the microgrid, which includes but is not limited to electric generators, natural gas fuel systems, large and small natural gas engines, electrical protection systems, human machine interface (HMI) systems, software, firmware, hardware, and programming. The Contractor shall provide all necessary service, programming, and repair of an array of components contained within or impacting the operation of ANAD’s microgrid and throughout the electrical distribution system that comprises the microgrid. The Contractor shall provide a laptop and printer entirely dedicated to the microgrid system that will contain all records, including system backup files and maintenance records. This laptop shall have the ability to contain all software and programming necessary to communicate and provide a full backup of all systems. Additionally, the Contractor shall provide a fireproof safe bolted to the floor in Building 181 to store and secure the laptop and all backup files.

2.0.2. RECALLS AND PRODUCT IMPROVEMENTS. Manufacturing recalls and product improvement notices shall be submitted to the Contracting Officer’s Representative (COR) and stored within Building 181 or near the equipment for permanent record. Contractor shall address and resolve such recalls and improvement notices at no cost to the Government. Any Manufacturer recall(s), improvements, operating system updates, and software and firmware upgrades shall be addressed by the Contractor, to include cybersecurity requirements in accordance with Army and Department of War network policies, rules and regulations, and submitted to ANAD’s COR for record. All changes shall be kept onsite and properly stored and secured within Building 181 or near the related equipment as the permanent record of change(s).

2.0.3. FULL OPERATION. All microgrid systems shall be fully functional before returning the microgrid to ready state. The microgrid is an integral part of ANAD’s security posture and must be maintained and ready for 24/7 emergency operation.

2.0.4. FIELD VERIFICATION. All equipment associated with the microgrid shall be FIELD VERIFIED after the contract is awarded. Proof of the survey or field verified actions shall be supplied to the Government. COR and KO shall approve of the field verified list of equipment and reserve the right to modify it overtime. Any information presented within this document shall be used as reference only and may not include all microgrid equipment and/or systems necessary to maintain the entire system. The Contractor shall be responsible to field verify the microgrid equipment/systems necessary to maintain the entire system.

2.0.5. EXCLUSION. Major engine overhaul details are not covered in this SOW.

2.1 “MICROGRID” MEANING: This SOW adopts the United States Department of Energy Grid Deployment Office definition of a microgrid as follows: ‘‘[A] group of interconnected loads and distributed energy resources within clearly defined electrical boundaries that acts as a single controllable entity with respect to the grid. A microgrid can operate in either grid-connected or island-mode, including entirely off-grid applications.” As applied to ANAD’s microgrid, this includes, but is not limited to, 2.5 MW Caterpillar Natural Gas Generators (3 each), any similar generators added in future expansions, Gillette 150 KW Natural Gas Black Start Generator, Moesbach 2.5 MW Load Bank, switchgears, reclosures, relays, transformers, controllers, software, communications, and automatic transfer switches. The Contractor shall field verify all included equipment in accordance with Paragraphs 2.0.4 and 4.0.12.

3.0 GOVERNMENT RESPONSIBILITIES:

3.0.1. OVERSIGHT. The Government will provide oversight through the COR and KO. The Contractor shall not proceed with any verbal or written change(s) to the SOW from sources other than the KO, who will provide changes in writing.

3.0.2. ONSITE SUPPORT. The Government will provide the Contractor with onsite support during maintenance or repair of the microgrid system.

3.0.3. NOTICE OF ELECTRICAL SHUTDOWNS. The Parties will provide each other with adequate notice of planned or anticipated electrical shutdowns. Contractor shall act as primary Coordinator for all actions with assistance from ANAD for scheduling/planning of all electrical outage(s), including but not limited to those necessary to support maintenance activities and load testing. All such electrical outages shall be planned and notice delivered no less than three (3) weeks ahead of the proposed event unless emergency actions supersede the three (3) week planning requirement, in which case emergency directives shall take precedence.

3.0.4. PROVISION OF UTILITIES. The Government will provide the Contractor with sufficient utilities (electrical, water, and sewer) at no cost to Contractor during time spent working at ANAD.

3.0.5. PERMITS. The Government will provide excavation/digging permits and other necessary work permits and approvals. Standard US Army and ANAD forms necessary to conduct business at ANAD shall be coordinated through the COR and KO.

3.0.6. ALARM OUTAGES. The Government will provide the Contractor with the following: Information related to alarm(s), outages or other incidents resolved by ANAD personnel in the absence of the Contractor.

3.0.7. ELECTRICAL SWITCHING. The Government will assist the Contractor with electrical switching related to planned or anticipated electrical outages and will assist in startup and load testing related to the microgrid system.

3.0.8 INSTALLATION ACCESS. The Government will assist the Contractor in obtaining security access credentials as needed in accordance with installation policies.

4.0 CONTRACTOR RESPONSIBILITIES

4.0.1. GENERAL OBLIGATIONS. The Contractor shall meet or exceed the services outlined within this document and in the equipment manufacturer’s recommendations. The Contractor shall provide all labor, parts, materials, travel costs, spare parts, regular system testing and operational support of ANADs microgrid system. The Contractor shall provide ANAD all maintenance schedules, operation manuals, and As-Built drawing changes as deliverables and based on manufacturer and Designer of Record (DOR) specifications. The most stringent schedule for maintenance, engine run times, and load exercises shall be conducted by the Contractor. The Contractor shall be responsible for maintaining copies of all necessary records and drawings on site within Building 181. The documentation shall include but not be limited to all mechanical/electrical drawings and schematics, operational changes, programming and software changes, repairs, schedules, and operational events for easy reference. All systems supporting documentation, training documents, As-Built drawings, and software/programming documents shall be recorded and kept current with the highest IEEE and ASME standards related to technical documentation to ensure the microgrid systems operate safely and remain ready for operation at any time.

4.0.2. MAINTENANCE SCHEDULES. The Contractor shall provide maintenance schedules and shall display said schedules near related equipment such as engine compartment, electrical cabinet, or as designated by the Contract within Building 181 for reference. Maintenance records/repairs/recalls/upgrades shall be up to date and recorded with the latest service/repair with technician notes and pertinent information for permanent record.

4.0.3. COMPUTER AND PRINTER. The Contractor shall provide a laptop and printer to be kept and managed at Building 181. The laptop shall be kept up to date with all pertinent software, licenses, cybersecurity software in accordance with Army and Department of War directives, As-Builts revisions, upgrades, and event records necessary to maintain all maintenance schedules. The laptop will remain in Building 181 and shall be kept current of all records and findings with the ability to back up all programs and software needed to recover and update all systems. The Government operator of the system will be given access to this laptop to review and add findings.

4.0.4. RECALLS AND PRODUCT IMPROVEMENTS. The Contractor shall address all manufacturer recalls and product improvements in accordance with Paragraph 2.0.2 of this SOW.

4.0.5. MONITORING SYSTEM SOFTWARE. The Contractor shall provide continuous upgrades/updates/recalls of ALL control/monitoring systems to the most recent software, hardware and programming versions as prescribed by the manufacturer. Manufacturing recalls shall be addressed and resolved by the Contractor and the manufacturer of the equipment or systems. Any system recall(s), product improvement, or operating system or software upgrade shall be addressed by the Contractor and submitted to the COR along with manufacturer notice(s) for record and kept onsite within Building 181. The documentation repository shall contain both electronic and hard copies recorded chronologically with the most recent/current copy kept for permanent record of change(s).

4.0.6. OTHER SOFTWARE. The Contractor shall provide all other necessary programming and software updates in accordance with Paragraph 2.0.2 of this SOW. Such updates shall be recorded and stored on the microgrid’s dedicated laptop for backup.

4.0.7. PERSONNEL QUALIFICATIONS AND CERTIFICATIONS. As used in this SOW, “personnel”, “technician”, “engineer” or similar terms are intended to be interpreted broadly to include any person performing work pursuant to Contractor’s contractual obligation(s), request or direction regardless of employment status or employer.

(a) All mechanics/ technicians/engineers/system programmers shall be qualified and licensed individuals with relevant experience and certifications generally accepted by industry in the State of Alabama. The Contractor’s personnel must have demonstrated knowledge and competence in the operation, service, and repair of high voltage electrical generators, switches, and/or controls.

(b) All maintenance and repair of Cat Switchgear shall be performed by Caterpillar certified technicians and only original Cat Switchgear replacement parts shall be used. Certified Caterpillar technicians are those who have participated in the required product training and have completed Level One (L1) or Level Two (L2) certification programs through the Caterpillar Electric Power training and certification process.

(c) Technicians should have at least five years of experience, supervisory technicians 5-7 years of experience and lead technicians 10 years of experience in the industry in areas such as maintaining the commercial grid, microgrids, large industrial power systems, utility generation plants or similar experience.

(d) For technicians, evidence of graduation or training from a technical course of instruction in mechanical, electrical, electronic, or instrumentation field of study and certificates of training from the manufacturer or other relevant authorities may be substituted in lieu of experience upon approval of the COR.

(e) The COR, upon application of the Contractor, shall retain the right to waive technician experience periods after duly considering an individual’s relevant experience and training, the degree to which the individual will be working independently, and the experience and training of the individual’s supervisory chain.

(f) Engineers should have a bachelor’s degree in a relevant engineering field and hold in good standing a professional engineering license from a qualified State authority.

(g) The Contractor employees are responsible to perform activities in a safe manner and in accordance with IEEE Safety Standards for high voltage.

4.0.8. COOPERATIVE EFFORT. Contractor personnel shall work alongside Government mechanical technicians, electricians/technicians, and engineers to troubleshoot and repair systems associated with the microgrid.

4.0.9. OIL, COOLANT AND BATTERY TESTING. The Contractor shall provide evidence of oil, coolant, and battery testing. Such records shall be kept in the documentation repository in Building 181.

4.0.10. OBTAINING ACCESS. The Contractor’s service technicians and personnel requiring access must clear all security background checks, including security checks to receive access to ANAD’s secure Ammunition Limited Area (ALA) area without ANAD escort.

4.0.11. WORK VEHICLES AND CONVEYANCES. The Contractor shall provide all transportation conveyances required for performance of duties under the Contract. The Contractor shall ensure that all contractor vehicles are identifiable by displaying the contractor’s company name. The Contractor shall provide evidence of insurance on contractor vehicles to the COR. Contractor vehicles shall meet ANAD security requirements necessary for operation in the ANAD ALA and Controlled Area (CA).

4.0.12 EQUIPMENT FIELD VERIFICATION. All equipment associated with the microgrid shall be FIELD VERIFIED before final bidding on the contract in accordance with Paragraph 2.0.4.

4.0.13. FIELD REPORTS AND DOCUMENTATION. The Contractor shall provide field reports and documentation of any testing and verification actions taken by the manufacturer’s representative or Contractor’s personnel at the site. Where applicable, such field reports and documentation shall confirm compliance with manufacturer’s standards or instructions. The documentation or report must be signed by an authorized official of a testing laboratory, agency, or technician approved to conduct the work/testing or sample. Results must be recorded in the report, stated clearly and stored in Building 181 document repository.

4.1 GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES

4.1.1. EXCLUSIVE USE. The Contractor shall utilize property and services described in Section 3.0 for use only in the support of this microgrid maintenance contract.

4.1.2. LIABILITY FOR DAMAGE OR LOSS OF GOVERNMENT EQUIPMENT. The Contractor shall be responsible for all ANAD owned equipment and property while in the Contractor’s possession or use. In the event of damage to or loss of ANAD property or equipment due to the fault of the Contractor or Contractor’s personnel, the Contractor shall replace or repair at Contractor's expense, any such property damaged or lost with prior approval of the KO.

4.1.3. SERVICING OF EQUIPMENT. Where equipment is serviced onsite, the Contractor shall leave the space in a clean, neat, safe, and orderly condition. To prevent safety hazards, no equipment shall be left pulled out or apart at the end of the workday. All equipment under repair by the Contractor shall always be secured to prevent safety hazards.

4.2. CONTRACTOR FURNISHED PROPERTY AND SERVICES

4.2.1. GENERAL.

(a) The Contractor shall provide all equipment and services required in the performance of the contract unless otherwise provided for under Section 4.1 of this SOW. This shall include but not be limited to all labor, parts, materials, travel costs, regular system testing, and operational support of ANAD’s microgrid system.

(b) The Contractor shall furnish all necessary and qualified personnel in accordance with Paragraph 4.0.7, supplies, materials, tools, support equipment and services, and vehicles required to perform in accordance with the contract terms and conditions, except for those items and services provided for under Section 4.1.

(c) The Contractor shall provide 24/7 emergency service, technical support and repairs related to the microgrid system. The Contractor must be able to work outside normal business hours.

(d) The Contractor shall provide a laptop and printer that will provide backup support and maintenance records for the entire microgrid system.

4.2.2. PARTS AND MATERIALS. All parts and materials supplied shall be standard off-the-shelf products of manufacturers common to the production of such parts or materials. All replacement components must fit without modification to existing equipment frame or enclosure. The Contractor shall ensure that components are the latest model and are open protocol and fully compatible – backward and forward – with the existing high voltage microgrid systems. The existing hardware and software shall not be molested, modified, or circumvented in any fashion to fit non-compatible equipment with the existing microgrid equipment.

4.2.3. PARTS AND MATERIALS STOCKS. The Contractor shall provide a stock of spare parts of each type and in sufficient quantities for all devices as necessary to avoid prolonged system down time. The Contractor shall increase spares on hand as warranted by failure rates and when deemed necessary by the KO.

4.2.4. CYBERSECURITY. The Contractor shall make available applicable cybersecurity information requested by ANAD Directorate of Information Management (DOIM). The Contractor shall assist and respond directly to DOIM with all certificates, licenses information, security updates, and support to ensure the system is fully functional.

4.2.5. ON-SITE ASSISTANCE. The Contractor shall respond to problems reported by ANAD electrical and engineering personnel via COR/KO within 24 hours. Notwithstanding the foregoing, in an emergency, Contractor shall respond as soon as practicable, but in no case more than two hours. If problem is not resolved within the first 24 hours, Contractor shall be onsite and have the problem diagnosed within three (3) business days. If the contractor’s staff cannot resolve a problem within seven (7) consecutive days, Contractor shall obtain independent analysis and resources at the Contractor’s expense, including but not limited to utilizing subcontractors or other outside technical support. In all such situations described in this Paragraph, the Contractor shall provide bypass or hand/manual operations to avoid system shut down.

4.2.6. COMPUTER ACCESS. The Contractor is responsible for completing all training and certifications to maintain US Army computer and CAC network privileges. All certifications must be maintained and shall be the responsibility of the Contractor.

4.2.7. SCHEDULING TO AVOID DISRUPTION. The Contractor shall perform scheduled and corrective system maintenance to minimize disruption to the microgrid system.

5.0 INFORMATION SUPPORT AND DOCUMENTATION:

5.0.1. MANUALS AND TECHNICAL DOCUMENTS. The Contractor shall provide ANAD with all maintenance schedules, operation manuals, and As-Built drawing changes as deliverables and based on manufacturer and Designer of Record (DOR) specifications. The most stringent schedule for maintenance, engine run times, and load exercises shall be conducted. The contractor shall be responsible for maintaining copies of all necessary records and drawings on site within Building 181. The documentation shall include but not be limited to all mechanical and electrical drawings and schematics, operation changes, program and software changes, repairs, schedules, and operational events for easy reference. All systems supporting documentation, As-Built drawings, and software/programming documents shall be recorded and kept current to the highest IEEE and ASME standards related to technical documentation to ensure the microgrid systems operate safely and remain ready for operation at any time.

5.0.2. MAINTENANCE RECORDS. The Contractor shall provide all equipment maintenance records in Building 181. Maintenance schedules shall be displayed near related equipment such as engine compartment, electrical cabinet, or as designated by the Contract within Building 181 for reference. Maintenance records/repairs/recalls/upgrades shall be up to date with the latest service/repair with technician notes and pertinent information as the permanent record. All information shall be recorded and kept current on the designated laptop and stored in the safe located in Building 181.

6.0 PROSECUTION AND COMPLETION OF WORK: The Contractor’s Project Manager shall be responsible for complete coordination of all work under this SOW. All work shall be accomplished with adequate internal controls and review procedures put in place by the Contractor to eliminate conflicts, errors, and omissions and ensure technical accuracy of all work and documentation.

7.0 SAFETY COMPLIANCE REQUIREMENTS:

7.0.1. SITE SPECIFIC ACCIDENT PREVENTION PLAN. The Contractor shall prepare and submit to ANAD for review and acceptance a Site Specific Accident Prevention Plan per U.S. Army Corps of Engineers Engineer Manual 385-1-1, Safety and Health Requirements Manual (USACE EM 385-1-1). The Contractor shall coordinate with ANAD facility representatives regarding first aid, emergency phone numbers, response plans, site evacuation plans, and evacuation drills in accordance with USACE Contract Data Requirements List A003, Accident Prevention Plan (CDRL A003).

7.0.2. CONTRACTOR ACCIDENT REPORTING REQUIREMENTS. Accidents involving personal injury/illness or property damage shall be reported to the appropriate ANAD authority. After notification, an Accident Investigation Report shall be prepared and submitted to the COR in accordance with USACE CDRL A004, Activity Hazard Analysis for all lost workday cases, accidents resulting in three (3) or more people admitted to a hospital, a fatality, a permanent total disability, or a permanent partial disability.

8.0 REPAIR AND MAINTENANCE:

8.0.1. GENERAL. The Contractor shall maintain and repair all equipment related to the microgrid system in accordance with this SOW. In conjunction with a field-verified equipment list, this Section 8.0 and the tables listed in it shall be used for equipment reference only and shall not limit the complete service and preventive maintenance (PM) of the microgrid system at ANAD.

8.0.2. PREVENTIVE MAINTENANCE. The Contractor shall provide ANAD with all relevant PM schedules as a deliverable before contract award. Such schedules shall be based upon the manufacturer or proponent’s most stringent PM and operational intervals.

8.0.3. PM SCHEDULES AND RECORDS KEPT ON SITE. The Contractor shall keep all PM schedules and records on hand in a neat, organized, and professional manner at Building 181 to ensure all systems supporting the microgrid are ready for operation at any time.

8.0.4. GENERATOR LOAD TESTING. Contractor shall conduct load testing of load banks and generators annually for four (4) consecutive hours at loads at or greater than 75% of rated capacity.

8.0.5. FLUID SAMPLE ANALYSIS. Contractor shall conduct fluid sample analyses to include oil, coolant and battery fluids. Samples must be sent to an independent laboratory for evaluation at least once a year and all records maintained in accordance with Paragraph 4.0.9.

8.0.6. SUGGESTED GENERATOR MAINTENANCE SCHEDULE.

Frequency

CAT 2.5 MW Natural Gas Generator #1 Minor PM

Quarterly

Major PM Year 1

Annually

Major PM Year 2

Every 2nd year

Triennial PM

Every 3rd year

Generator #2 Minor PM

Quarterly

Major PM Year 1

Annually

Major PM Year 2

Every 2nd year

Triennial PM

Every 3rd year

Generator #3 Minor PM

Quarterly

Major PM Year 1

Annually

Major PM Year 2

Every 2nd year

Triennial PM

Every 3rd year

Gillette 150 KW Natural Gas Black Start Generator Minor PM

Quarterly

Major PM

Annually

Annually

8.0.7. SUGGESTED SWITCHGEAR MAINTENANCE SCHEDULE.

Frequency

12.47 KV Utility/Generator

Paralleling Switchgear Level 1 PM

Annually

12.47 KV Utility/Generator

Paralleling Switchgear Level 2 PM

Every 2nd year

Note: Load bank testing will be included in the Annual/Major PM of the G3520 generators.

8.0.8. SUGGESTED GENERATOR SCHEDULED MAINTENANCE.

Items

Year 1

Major PM Year 1

Oil and filter change

Valve lash and bridge

Air filter

Load test each genset with onsite load bank

Year 2

Major PM Year 2

Oil and filter change

Air filter

Load test each genset with onsite load bank

Year 3

Triennial PM

Oil and filter change

Valve lash and bridge

Coolant change (flush if needed)

Replace JWH contactor and regulator

Replace coolant thermostat

Replace batteries

Air filters

Load test each genset with onsite load bank

8.0.9. SUGGESTED LIST OF SPARE PARTS.

9.0 EXCLUSIONS: No exclusions.

10.0 TABLES AND REFERENCE:

10.0.1. TABLE OF MANUALS.

ATC3C5C40400BSU

ATC3C5C40400BSU

ATC3C5C40400BSU

CATERPILLAR

YANCEY

Engineered Solutions YES Project Number 21-0442

April 2022

CATERPILLAR

12.47 kV Utility/Generator Paralleling Switchgear

Rev Level 2

SURGELOGIC

10.0.2. REFERENCES

a. Army Directive 2020-03, Installation Energy and Water Resilience Policy (AD 2020-03)

b. U.S. Army Corps of Engineers Contract Data Requirements List A004, Activity Hazard Analysis (CDRL A004)

c. U.S. Army Corps of Engineers Contract Data Requirements List A003, Accident Prevention Plan (CDRL A003)

d. U.S. Army Corps of Engineers Engineer Manual 385-1-1, Safety and Health Requirements Manual (USACE EM 385-1-1)