SOW - Mobile Gen Inspection DRAFT.docx

Statement of Work Maintenance and Inspection Services for Mobile Cummins 275kW Generator Lee County Healthcare Center

1. Background: The Lee County Healthcare Center (LCHCC), under the Department of Veterans Affairs (VA), relies on a trailer-mounted Mobile Cummins 275kW Generator (Model C200D2RE) as a critical asset within its Emergency Management Inventory. This generator provides alternate power capabilities during emergencies and disasters, ensuring operational continuity at the medical facility. This Statement of Work outlines the requirements for ongoing maintenance, inspections, and related services to ensure the generator remains fully operational and compliant with technical standards.

2. Scope of Work: The contractor shall provide comprehensive maintenance and inspection services for the Mobile Cummins 275kW Generator located at the Lee County Healthcare Center. Services shall include quarterly inspections, annual preventive maintenance (PM), load bank testing, and the provision of spares and operator training as needed. The contractor shall ensure the generator meets all operational, safety, and environmental standards as specified in this SOW and applicable regulations.

3. Period of Performance: The Government reserves the right to exercise option years based on contractor performance and funding availability, with a total contract duration not to exceed five (5) years.

3.1. Base Year: July 24, 2025 – July 23, 2026

3.2. Option Year 1: July 24, 2026 – July 23, 2027

3.3. Option Year 2: July 24, 2027 – July 23, 2028

3.4. Option Year 3: July 24, 2028 – July 23, 2029

3.5. Option Year 4: July 24, 2029 – July 23, 2030

4. Specific Tasks: The contractor shall perform the following services annually for the Mobile Cummins 275kW Generator:

4.1. Quarterly Inspections (3 per year):

4.1.1. Conduct three (3) scheduled inspections of the Cummins C200D2RE generator to assess operational readiness, identify potential issues, and perform minor adjustments or repairs as needed.

4.1.2. Verify functionality of engine, alternator, control systems, fuel system, and enclosure components.

4.1.3. Provide a detailed inspection report to the Contracting Officer’s Representative (COR) within five (5) business days of each inspection.

4.2. Annual Full Preventive Maintenance (PM) and DEF Addition:

4.2.1. Perform one (1) comprehensive PM service annually, including:

4.2.2. Replacement or topping off of fluids (oil, coolant, Diesel Exhaust Fluid [DEF]).

4.2.3. Inspection and replacement of filters (fuel, oil, air) as required.

4.2.4. Testing and calibration of control systems and gauges.

4.2.5. Cleaning and lubrication of accessible components.

4.2.6. Ensure compliance with EPA Tier II Non-road emissions standards and manufacturer specifications.

4.3. Four-Hour Load Bank Test (1 per year):

4.3.1. Conduct one (1) four-hour load bank test annually to verify the generator’s performance under full load conditions (up to 275kW).

4.3.2. Document test results, including voltage stability, frequency control, and any anomalies, in a report submitted to the COR within five (5) business days.

4.4. Spares Kit (Base Year Only):

4.4.1. Provide a spares kit in the base year, including essential replacement parts (e.g., filters, belts, fuses) as detailed in the contractor’s proposal and approved by the COR.

4.4.2. Deliver the spares kit to LCHCC within 30 days of contract award.

4.5. Operator Training (Base Year Only, Optional in Subsequent Years):

4.5.1. Conduct one (1) operator training session in the base year for LCHCC staff, covering generator startup, shutdown, basic troubleshooting, and safety protocols.

4.5.2. Training shall be held on-site at LCHCC, lasting approximately 4 hours, with materials provided to attendees.

4.5.3. Additional training may be requested in option years at the Government’s discretion.

5. Location and Access

5.1.1. Generator Location: The Mobile Cummins 275kW Generator is stored inside the loading dock compound behind a secured gate at the Lee County Healthcare Center, Bay Pines, FL.

5.1.2. Access Procedures:

5.1.2.1. The contractor shall coordinate with LCHCC Engineering and Police Service at least five (5) business days in advance to obtain a vendor access badge and escorted entry.

5.1.2.2. Access is anticipated on four (4) occasions per year (three quarterly inspections and one PM/load bank test). Additional visits, if required, will be coordinated as needed.

6. Generator Specifications: The contractor shall ensure services align with the following specifications of the Mobile Cummins 275kW Generator:

6.1.1. Engine: Industrial, heavy-duty diesel, EPA Tier II certified, 6-cylinder, turbocharged, 14.9L displacement.

6.1.2. Alternator: AREP brushless, Class H insulation, capable of 300% overload for 10 seconds.

6.1.3. Control System: Analog gauges with digital options, auto start/stop capability.

6.1.4. Fuel System: 574-gallon capacity, single-wall tank with 110% environmental containment.

6.1.5. Power Output: 275kW prime, 302kW standby, configurable for 480/277V, 240/139V, or 208/120V (3-phase).

6.1.6. Enclosure: Weatherproof, sound-attenuated, with fail-safe vibration isolators.

6.1.7. Running Gear: Triple-axle trailer, electric brakes, meets 49CFR571 standards.

7. Deliverables

7.1. Inspection Reports: Submitted within 5 business days of each quarterly inspection.

7.2. PM and Load Bank Test Report: Submitted within 5 business days of the annual service.

7.3. Spares Kit: Delivered within 30 days of contract award (base year).

7.4. Training Materials: Provided during the base year operator training session.

8. Performance Standards

8.1. All services shall comply with Cummins manufacturer standards, EPA emissions requirements, and VAAR 852.211-72 (Technical Industry Standards).

8.2. The generator must maintain 100% operational readiness for emergency use, with downtime not exceeding 24 hours unless approved by the COR.

8.3. The contractor shall respond to urgent repair requests within 48 hours if identified during inspections or testing.

9. Contractor Qualification

9.1. The contractor must demonstrate experience maintaining Cummins generators or equivalent systems.

9.2. Personnel must be trained and certified to service heavy-duty diesel generators.

9.3. Compliance with VAAR 852.219-74 (Limitations on Subcontracting) is required.

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Appendix A Technical Specifications of the Mobile Cummins 275kW Generator (C200D2RE) General Overview

· Design: Heavy-duty generator system for prime power operations, featuring a drag-able skid base with an optional integrated running gear system for mobile applications.

· Certification: CSA certified for electrical equipment per C22.2, No. 14.

Engine Specifications

· Type: Industrial, heavy-duty diesel engine, inline four-cycle.

· Emissions Certification: EPA Tier II Non-road certified to current model year requirements.

· Control: Electronically controlled via Engine Control Unit (ECU) with isochronous frequency control, advanced diagnostic monitoring, and protection.

· Cylinders: 6 cylinders.

· Aspiration: Turbocharged with charge air intercooling.

· Bore × Stroke: 5.4 × 6.6 inches (137 × 169 mm).

· Displacement: 909 cubic inches (14.9 liters).

· Compression Ratio: 17:1.

· Governor Type: Electronic.

· Speed Regulation Accuracy (Steady State): ±0.25%.

· Single Step Load Acceptance: 100%.

· Cooling System: Water/Glycol, oversized for high ambient operation.

· Capacity: 16.25 gallons (61.5 liters).

· Power Output:

· Prime Output @ Rated Speed: 680 hp (507 kW).

· Standby Output @ Rated Speed: 755 hp (563 kW).

· Charging Alternator Output: 35 A.

· DC System Voltage: 24 V.

· Battery Output: 2 × 1300 CCA (Cold Cranking Amps).

· Oil Sump Capacity: 24 gallons (91 liters).

Generator (Alternator) Specifications

· Type: Four-pole, revolving field, AREP brushless excitation.

· Number of Leads: 12.

· Insulation: Class H, providing resistance to high temperature and humidity.

· Frequency: 60 Hz.

· Excitation Method: Auxiliary Regulated Excitation Principle (AREP), isolated from harmonic-induced waveform distortion.

· Voltage Regulation: R438 voltage regulator ensures superior stability and transient recovery.

· Accuracy (Steady State): ±0.5%.

· Overload Capacity: Supports up to 300% overload for up to 10 seconds.

· Bearing: Single, sealed-for-life bearing for long maintenance-free performance.

· Reconnection: Features buss bar reconnection capabilities for operation at common voltages.

· Available Voltages:

· Three-Phase: 208 / 220 / 230 / 240 / 416 / 440 / 460 / 480 V.

· Single-Phase: 120 / 127 / 133 / 139 / 240 / 254 / 266 / 277 V.

· Total Harmonic Distortion (THD) @ No Load: <2%.

· Telephone Influence Factor (TIF): <50.

Control System Specifications

· Gauges: Operator-preferred analog gauges (digital control system optional) for monitoring:

· AC Voltmeter: 0-600 V, 2% accuracy, with phase selector switch.

· AC Ammeter: 0-1600 A, 2% accuracy, with phase selector switch.

· AC Frequency Meter: 45-65 Hz, 3% accuracy.

· DC Voltmeter: 18-32 V.

· Fuel Tank Level Gauge: 0-1/2-1/1.

· Runtime Hour Meter: 0-99999.9 hours.

· Control Features:

· Fine voltage adjustment control (±5%).

· Overcurrent relay reset.

· Control panel lamp.

· Engine Control Module: Solid-state, microprocessor-controlled with push-button startup and fault protection:

· Auto Start/Stop: Remote capability via industry-standard two-wire, closed-contact logic for connection to automatic transfer switchgear.

· Status Indications:

· System On, Preheat Cycle On, Engine COM OK, AutoStart Mode Active.

· Shutdown Indications: Low Oil Pressure, High Coolant Temperature, Engine Fault, Overspeed, Overcrank, Low Fuel Level.

· Warning Indications: Low Battery Alarm, High Containment Alarm.

Power Connections

· Configuration: Five-lug terminal board (L1, L2, L3, N, PE) accepts bare-end or terminated cables.

· Location: All controls and connection points grouped together for safety and convenience.

· Terminal Board Maximum Load Cable Size:

· Bare Wire Cable: 1000 MCM × 2.

· Lugged Cable: 500 MCM - 1000 MCM × 2.

· Power Ratings:

· 480/277 V, 3Ø, 0.8 PF, Series Wye: Prime 686 A, 456 kW, 570 kVA; Standby 754 A, 502 kW, 627 kVA.

· 240/139 V, 3Ø, 0.8 PF, Parallel Wye: Prime 1371 A, 456 kW, 570 kVA; Standby 1508 A, 502 kW, 627 kVA.

· 208/120 V, 3Ø, 0.8 PF, Parallel Wye: Prime 1416 A, 408 kW, 510 kVA; Standby 1557 A, 449 kW, 561 kVA.

Fuel System and Environmental Containment

· Fuel Tank: Single-wall steel, mounted within the skid base for double-wall protection and 110% environmental containment of all fluids.

· Usable Capacity (Level Operation): 574 gallons (2173 liters).

· Fuel Features: Lockable fuel filler within the containment basin, standard fuel/water separator, and fine micron fuel filter for reliability.

· Fuel Consumption at Prime Power Rating:

· @ 25% Load: 9.89 gal/h (37.4 L/h), 58-hour runtime.

· @ 50% Load: 17.24 gal/h (65.3 L/h), 33.3-hour runtime.

· @ 75% Load: 23.92 gal/h (90.6 L/h), 24-hour runtime.

· @ 100% Load: 31.13 gal/h (117.8 L/h), 18.4-hour runtime.

Enclosure

· Design: Heavy-duty, weatherproof, sound-attenuated for use in noise-sensitive areas.

· Coating: Primer and paint process for superior corrosion resistance and long life.

· Mounting: Engine generator assembly on fail-safe vibration isolators.

· Access: Wide-opening side doors, hinged, with recessed, pad-lockable handles.

· Lifting: Equipped with a center-point lifting eye for safe, balanced hoisting.

· Sound Level: 76 dB(A) at 23 feet (7 meters) under 100% load.

Running Gear (Trailer Configuration)

· Configuration: Triple axle.

· Suspension: Leaf spring.

· Brake System: Electric.

· Tires: 9.50-16.5LT/E.

· Wheels: 16.5 × 6.75 inches (419 × 171 mm), 8 lug on 6.5-inch (165 mm) bolt circle.

· Lighting and Reflectors: Meets 49CFR571 requirements.

· Electrical Connection to Towing Vehicle: Six-pole round plug.

· Coupling Connection: 3-inch (76 mm) lunette eye.

· Hitch Height: Adjustable 21.5 - 35 inches × 4.5 inches (546 - 889 mm × 113.4 mm).

· Safety Chains: 2 × 3/8-inch (10 mm) chains with slip hooks and safety latches.

· Jack Stand: 10,000 lb (4536 kg) capacity, top wind with drop foot and sand shoe, fixed mount.

Weights and Dimensions

· With Running Gear:

· Length: 260.9 inches (6626 mm).

· Width: 85.9 inches (2181 mm).

· Height: 119.8 inches (3042 mm).

· Weight (Shipping): 14,170 lb (6426 kg).

· Weight (Ready to Run): 18,573 lb (8423 kg).

· Without Running Gear:

· Length: 198.3 inches (5038 mm).

· Width: 63.9 inches (1624 mm).

· Height: 100.3 inches (2547 mm).

· Weight (Shipping): 12,397 lb (5622 kg).

· Weight (Ready to Run): 16,800 lb (7619 kg).

Environmental Reference Conditions

· Maximum Ambient Temperature: 104°F (40°C).

· Maximum Relative Humidity: 100%.

· Minimum Starting Temperature (Standard): 10°F (-12°C).

· Minimum Starting Temperature (with Cold Start Option): -10°F (-23°C).

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Bay Pines VA Healthcare System records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Bay Pines VA Healthcare System contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Bay Pines VA Healthcare System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Bay Pines VA Healthcare System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Bay Pines VA Healthcare System. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Bay Pines VA Healthcare System control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Bay Pines VA Healthcare System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Bay Pines VA Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non-public Bay Pines VA Healthcare System information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Bay Pines VA Healthcare System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Bay Pines VA Healthcare System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.