SOW_PMSC Standby Generators_Pretoria_07.15.2025.pdf

PowerSupport@State.gov OBO/CFSM/FAC/PS/PEMP/PowerSupport 19-09-24

STATEMENT OF WORK

LOW VOLTAGE DIESEL STANDBY GENERATORS

1. GENERAL INFORMATION:

The United States Embassy in Pretoria requires professional services and contractor cost proposals to perform Planned Maintenance and Inspection services of the facility’s Low Voltage Diesel Standby

Generator systems.

2. PROJECT REQUIREMENTS:

The Contractor shall perform planned maintenance and inspections as described in this Statement of

Work (SOW). The intent of this SOW is to ensure the entire standby generator systems for the residential portfolio are maintained according to manufacturer’s recommendations and to ensure the readiness and proper operation of the systems.

3. DESCRIPTION OF EQUIPMENT *:

*Please see attachment at the end of this sheet for more details

4. GENERAL REQUIREMENTS:

The contractor shall provide the labor and materials required to carry out regularly planned maintenance and inspections as outlined in this SOW.

A. The Contractor shall inventory, supply and replace maintenance service items (eg. filters, and fluids).

a. Only fluids and parts which meet or exceed manufacturer’s specifications shall be used.

b. All fluids shall be delivered in original sealed containers.

c. Contractor shall supply the parts required in performance of maintenance included in this

SOW. (eg. Rocker cover gaskets when performing valve lash, thermostats when performing coolant change)

B. The Contractor shall maintain a supply of expendable and common parts so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters, grease, sealant; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits.

C. Exclusion. This contract does NOT include repair of equipment and replacement of hardware

(e.g. bearings, pistons, piston rings, crankshaft, and gears) except as indicated in additions and equipment list. Hardware replacements will be separately priced out by the Contractor for the Government’s approval and acceptance.

D. The Government has the option to accept or reject the Contractor’s quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the

Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work.

Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence.

a. Replacement/repair of any electronic or electrical parts must be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or mailto:PowerSupport@State.gov electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government.

E. Checklist Approval

a. The Contractor shall submit to the COR a schedule and description of planned maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format for the COR’s approval prior to contract work commencement.

F. It is the responsibility of the Contractor to perform all manufacturers recommended planned maintenance as well as planned maintenance recommended by the manufacture technical manuals for standby operations of the respective equipment.

a. This does not include major maintenance, planned overhauls, injector replacements.

G. PERSONNEL, TOOLS, CONSUMABLE MATERIALS AND SUPPLIES

a. The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained.

H. SAFETY & SPECIAL INSTRUCTIONS:

a. Use appropriate personal protective equipment (PPE) when performing work

b. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against.

c. Follow site safety procedures.

d. Schedule maintenance with operating personnel and affected offices (security).

e. Follow approved lockout/tag out procedures.

f. Review and follow the manufacturer’s instructions.

g. Record results in the equipment history log.

h. Remove lockout/tag out in accordance with appropriate procedures.

i. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action.

I. Disposal of used oil, fuel, and other toxic substances. The Contractor is responsible for proper disposal of toxic/hazardous substances. All material shall be disposed of according to

Government and Local law. After proper disposal the contractor must show proof of authorized disposal of these toxic/hazardous substances.

J. Chemical analysis: The Contractor is responsible for conducting laboratory analysis for coolant and oil samples. All charges for such analysis is payable by the Contractor and a report stating the test results shall be submitted to the COR.

K. Load Bank: The Contractor is responsible for exercising the generator using an appropriately sized load bank. If prior permission is obtained building load may be used. The diesel units shall be run at 80% of the rated capacity for a minimum of 2-hours. All charges for such testing is payable by the Contractor and a report shall be submitted to the COR. Refer to maintenance section on Run Unit – With load.

a. The Government will not provide load banks for generator testing.

L. The offeror shall address its plan to obtain all commercial licenses and permits required by local law. If offeror already possesses the locally required licenses and permits, a copy shall be provided.

M. Provide a copy of Original Equipment Manufacturer (OEM) (eg. CAT, SDMO, Perkins, Cummins) authorized certificate or equivalent to carry out the necessary level of requested repair/planned maintenance service on post Generators.

N. The offeror’s strategic plan for generator maintenance services to include but not limited to:

a. A work plan taking into account all work elements in the Performance Work Statement.

b. Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use, how and when the items will be obtained.

c. Identify and submit the list of parts and materials required for Semi-Annual and Annual maintenance service for all Generators.

d. Provide a statement that laboratory analysis report will be provided for oil and coolant samples collected.

e. Provide a statement that manifest or proof of disposal will be provided for toxic / hazardous substance wastes collected.

f. Plan of ensuring quality of services including but not limited to contract administration and oversight;

i. If insurance is required by the solicitation, a copy of the Certificate of

Insurance(s), or

ii. a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used.

g. List of spare parts and suppliers of spare parts for generator and proposals shall include a description of the firm’s ability to obtain replacement parts and ability to perform specialized tests/diagnostic/programming equipment for doing the planned maintenance.

O. DELIVERABLES

a. The following items shall be delivered under this contract:

Description QTY Delivery Date Deliver to

Names, biographic data, police clearance on Contractor personnel

1 5 days after contract award COR

Certificate of Insurance 1 10 days after contract award CO

Certification of disposal of toxic chemicals by local authorities

1 After each oil change service COR

Checklist signed by Contractor’s employee

1 After completion of each maintenance service

COR &

powersupport@state.gov Laboratory report for chemical analysis

1 30 days after completion of each oil change service

COR &

powersupport@state.gov

PMI/service Report 1 After completion of each service

COR &

powersupport@state.gov

Invoice 1 After completion of each maintenance service

COR

5. SCOPE OF WORK - GENERATOR PLANNED MAINTENANCE AND INSPECTION

The contractor shall provide all materials, supervision, labor, tools, and equipment to perform planned maintenance and inspections. All personnel working in the vicinity shall wear and /or use appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO). Material Safety Data Sheets (MSDS) shall be provided by the contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

The systems and components to be maintained include diesel generator prime mover, AC alternator, fuel, cooling, ventilation and lubrication systems, start and transfer systems, as well as control and monitoring systems. The attached equipment list provides details.

1. The contractor shall provide the COR with a list of necessary parts and materials.

a. Only fluids and parts which meet or exceed manufacturer’s specifications for the particular equipment shall be used.

b. All fluids shall be delivered in original sealed containers.

If any discrepancies are found with the generator systems that are not covered under this scope of work, the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

3. Price quote for repair labor.

At a minimum, the following work shall be completed:

Planned Maintenance and Inspection Interval Schedule

A. Semi-annual PMI Schedule

1. Conduct visual inspection around generator.

• Check for evidence of leaks, damage, loose or missing hardware.

• Inspect engine and generator wiring harness for wear and damage.

• Inspect supports and spring isolators for soundness and stability.

• Inspect system for corrosion.

• Hoses and Clamps – Inspect and replace if needed.

• Belts – Inspect and adjust/replace if needed.

• Inspect all fuel, oil, and water piping for secure mounting and leaks.

• Inspect exhaust piping and muffler insulation.

• Check /service air cleaner

2. Batteries.

• Battery charger – Inspect operation and clean.

• Battery electrolyte level and specific gravity – Check and adjust. Add distilled water as needed.

• Perform battery load/condition test.

• Clean battery terminals and lugs (apply grease on terminal connections).

3. Fluids and Filters.

• Cooling System Coolant Level - Check and adjust.

• Coolant conditioner (DCA/SCA) / Antifreeze protection – Check and adjust to specs.

• Jacket Water Heater - Check proper operation.

• Water pump - Check

• Engine Oil Level - Check and add if needed.

• Fuel/water separators – Drain water.

• Engine Air Cleaner Service Indicator – Check, replace filter if needed.

4. Control Panel/generator cabinet.

• Open all cabinets; remove panel covers to clean/inspect.

• Clean dust and vacuum all the controls, meters, switching mechanism components, interior buswork, remote start control panel, annunciator, disconnect breaker and connecting lugs. Inspect/Check buswork and supporting hardware for cracks, corrosion, or any type of deterioration.

• Check all control wiring and power cables (especially wiring between or near hinged door) for sign of wear and deterioration. Secure and/or protect wiring and cables as required.

• Check the cabinet interior for loose hardware – tighten connections.

• Electrical Connections - Check tightness

• Clean and remove dust from panels.

5. Automatic Transfer Switch (ATS).

• Check for hot spots using non-contact temp gun or IR camera.

• Inspect/Check bus work and supporting hardware for carbon tracking, cracks, corrosion, or any type of deterioration.

• Check all control wiring and power cables (especially wiring between or near hinged door) for sign of wear and deterioration.

• Check for evidence of overheating contacts.

• Exercise ATS.

▪ Prior to performing operation, confirm with the COR.

▪ This test shall consist of an electronic operation of the switch from the normal source 1 position to the alternate source 2 position and a return to normal.

▪ Check ATS operation, calibrate and record time delays if necessary. Observe and record retransfer/cool down time.

6. Engine Control Module (ECM)

• Plug in OEM computer/diagnostic hardware if applicable.

• Review fault history.

• Download status report or similar depending on manufacturer to be submitted with report.

7. Run unit – No load.

• Run the generator with no load for 10 minutes.

▪ Remote Start Panel-Inspect and test operation.

▪ Check the generator for unusual conditions, such as: excessive vibration, leaks, smoke.

▪ Verify all meters, gauges and indicators are normal and functioning properly.

8. Run Unit – With load. Start unit and run under load for 1 hour.

• Unit should be run under facility load if COR authorizes to test and exercise entire system.

• The unit shall be exercised with a load bank to a minimum 80% capacity for 1 hour.

• Automatic Start/Stop – Inspect.

• Check louvers, shutters and room exhaust fans for proper operation.

• Generator Set Vibration – Inspect.

• Read and record all key performance indicators from gauges/meters/ECM.

• Record load readings – Voltage, amps, % of load, frequency, power factor.

• Record Alternator bearing temperatures.

• Check exhaust for excessive black or white smoke.

• Check turbocharger for vibrations or any abnormal noise during operation.

• Check generator bearing for noise and overheating.

• Check exhaust manifold, flexible exhaust, muffler, and piping for leaks and secure mountings.

• Check Crankcase breather/Blow By

• Check / service air filter

• Check fuel filter restriction if applicable. Replace filters if required.

9. Additional.

• Ensure system is left in proper position for automatic start and transfer.

• Clean generator, wash radiator if necessary.

• Annotate date, hours and maintenance in Generator log, complete maintenance checklist and deficiency report and brief COR.

• Perform any additional maintenance tasks as recommended in the manufacture’s operation and maintenance manuals.

• Submit Service Inspection and Test Report to COR and email electronic copies to powersupport@state.gov

B. Annual Schedule:

1. Conduct annual PMI service

2. Engine Air Cleaner Elements – Replace.

3. Engine Crankcase Breather – Clean.

4. Engine Oil Sample - Obtain and perform analysis. Submit report to COR.

5. Engine Oil and Filter(s) – Replace.

6. Annotate date and hours on all filters when replaced.

7. Fuel Filters and Water Separators – Replace.

a. To include filters to day tanks if applicable.

b. Clean any fuel screens if applicable.

8. Obtain fuel sample at day tank and storage tank for analysis.

9. Radiator – Clean (follow manufacturer’s recommendation).

10. Intake louvers and ducts – Inspect

11. Cooling System Coolant - Obtain coolant sample, send for analysis and supply report to the COR

12. Cooling System Supplemental Coolant Additive (SCA) – Test - Add if applicable.

13. Coolant filter – Change if applicable

14. Crankshaft Vibration Damper - Inspect

15. Engine Protective Devices - Check

16. Turbocharger – Inspect/Check

17. Clean and lubricate fuel pump linkages if applicable.

18. Fan bearing – Inspect/Grease.

19. Engine Control Module (ECM)

a. Download status report or similar depending on manufacturer to be submitted with report.

b. Test unit safety shutdowns.

mailto:powersupport@state.gov

c. Provide post an electronic copy of ECM program file.

20. Check injector pump and injectors for flow rate pressure

21. AC Alternator – Inspect. Check for moisture, dust, oil, grease, and debris on main stator windings, exciter. Check commutator & slip rings, rotor & stator, bearings, bearing lubrication, voltage regulator. Measure & record resistance readings of windings with insulation tester

(Megger). Clean as needed.

22. Check Rotating Rectifier

23. Inspect / Check Varistor

24. Automatic Transfer Switch (ATS).

a. Exercise ATS.

i. Prior to performing operation, confirm with the COR.

ii. This test shall consist of an electronic operation of the switch from the normal source 1 position to the alternate source 2 position and a return to normal.

iii. Check ATS operation, calibrate and record time delays if necessary. Observe and record retransfer/cool down time.

C. Additional maintenance required per manufacturers recommendations and service interval:

1. Generator bearing – Inspect/Grease as recommended by manufacturer’s maintenance schedule.

2. Cooling System Coolant – Flush system and replace per manufacturer’s maintenance schedule with coolant per manufacturers specifications.

• Every 3 years since last change.

• Every 6 years for Extended life coolant

▪ When performing coolant change; flush engine and replace engine thermostats.

▪ Replace hoses if necessary.

3. Engine Valve Lash/injector height - Inspect/Adjust per manufacturer’s maintenance schedule.

Replace rocker cover gaskets and torque to proper specs.

D. Additional:

1. The contractor shall supply to post at the start of this contract: (include additional items below if needed)

• 1 set of engine belts per unit to be kept onsite.

▪ Provide labor to replace belts as needed during regular scheduled service as needed based on inspection.

• 1 set of fuel filters and water separators per unit to be kept onsite. This is in addition to items supplied at the annual service.

End of Statement of Work