SOW_R38 Equipment Inspection.pdf

May 28, 2026

From: NAVFAC MIDLANT PWD Earle FEAD To: Regional Comptroller Office

Subj: PROJECT SCOPE OF WORK

Project Title: Inspection and Testing of Electric Fire pump and Motor/Engine, Diesel Fire Pumps, Controllers, and Oil/Water Separator at Building R38

Work Location: All work is located inside a room at building R38 in Naval Weapons Station Earle, 801 Hwy 36, Leonardo, New Jersey.

The room is a 31ftx41ft fire pump room located at Pier 3A in Naval Weapons Station Earle in Leonardo, NJ. The building must remain operational during the project. The contractor shall coordinate daily access to the building with the Contracting Officer prior to entry.

1. Objective and Scope

The contractor shall provide all labor, materials, equipment, and supervision to perform a complete inspection, operational test of the designated electric fire pump and motor, diesel fire pump, controllers and Oil/Water separator. All work must comply with the most current editions of all applicable regulations and standards. The objective is to ensure operational readiness, life safety compliance, and adherence to National Fire Protection Association (NFPA) and Unified Facilities Criteria (UFC) standards. All work shall conform to the safety requirements set forth in the most recent version of the Occupational Safety and Health Administration (OSHA), and Army Corps of Engineering EM 385-1-1 unless specified otherwise.

2. Reference Standards

All testing, inspection and disposal activities shall adhere to the following regulatory standards:

NFPA 20: Standard for the Installation of Stationary Pumps for Fire Protection NFPA 25: Standard for the Inspection, Testing, and Maintenance of Water-Based Fire Protection

Systems UFC 3-601-02: Operations and Maintenance: Inspection, Testing, and Maintenance of Fire Protection

Systems UFC 3-460-01: Design: Petroleum Fuel Facilities EPA Clean Water Act (CWA) Resource Conservation and Recovery Act (RCRA) Occupational Safety and Health Administration (OSHA) standards

3. Scope of Work: Diesel Fire pump, Electric Fire Pumps and Motor/Engines, controllers, and associated assemblies: The inspection and testing shall include, but is not limited to, the following: Due to the fire-damaged, the diesel equipment and the prolonged inactivity of the electric equipment, the contractor must complete all Pre-Start Diagnostics prior to energizing or operating the pumps. If critical faults are found during pre-start checks, the contractor shall notify the COR immediately and proceed to the required inspection method based on discovered findings. The Inspection and Testing shall include but not limited to:

3.1. Visual and Fire Damage Assessment:

3.1.1. Inspect the diesel pump, the electric pump and motor/engine, controllers, and piping for physical damage, corrosion, or leaks.

3.1.2. Inspect all rubber components including but not limited to belts, hoses, seals, gaskets for heat degradation, melting, or brittleness.

3.1.3. Conduct a borescope inspection to ensure no soot, ash, or debris was ingested during the recent fire.

3.1.4. Verify all valves are in the correct open/closed position and secured.

3.2. Electrical & Controller Pre-Start Diagnostics:

3.2.1. Inspect the internal contacts of the electric fire pump controller for corrosion, pitting, or seizing due to prolonged inoperativeness.

3.2.2. Conduct an insulation resistance test on the electric motor windings and feeder cables prior to energizing the equipment to verify insulation integrity after prolonged inactivity.

3.2.3. Inspect the dual battery starting system, clean terminals, check electrolyte levels, and verify the operation and charging rate of the battery chargers.

3.2.4. Confirm the engine block heater is functioning.

3.3. Mechanical Pre-Start Inspection and Diagnostics:

3.3.1. Manually inspect both the electric and diesel pump shafts to ensure bearings are free-moving and impellers are not seized prior to applying power. Remove and inspect both diesel and electric pumps shaft as required. The shafts are at least 25ft deep from R38 floor level into the Bay. It is strongly recommended that the contractor should verify all equipment and dimensions in field prior to bidding the contract to avoid unforeseen site conditions.

3.3.2. Inspect shaft alignment, coupling, and guards.

3.3.3. Check lubrication of pump and motor bearings.

3.3.4. Verify the cooling water line to the engine is unobstructed.

3.4. Engine & Fuel System Inspection:

3.4.1. Inspect fuel lines, hoses, and filters. Check engine oil and coolant levels.

3.4.2. Inspect exhaust system for leaks or damage.

3.4.3. Conduct a visual inspection of the fuel quality and check for water in the fuel system. Verify the fuel tank is at least two-thirds (2/3) full.

3.5. No-Flow Operational Test:

3.5.1. Ensure a qualified technician is stationed directly at the controllers with an emergency stop plan during initial start-up, given the unknown internal condition of the equipment.

3.5.2. Run the pump under no-flow conditions for the minimum duration required by NFPA 25.

3.5.3. Perform baseline vibration analysis on the pump and motor/engine bearings during operation to identify internal wear, misalignment, or bearing degradation.

3.5.4. Utilize an infrared thermal camera during the test to monitor the electric motor casing, engine block, bearings, and electrical switchgear for abnormal hot spots.

3.5.5. Record starting pressure, churn pressure, motor voltage and amperage, engine RPM, oil

3.5.6. Pressure, and coolant temperature.

3.5.7. Verify packing gland performance and check for unusual noise or vibration.

3.6. Flow Operational Test:

3.6.1. Conduct a full flow test at 0%, 100%, and 150% of the pump's rated capacity using approved flow meters or hose streams.

3.6.2. Continue thermal imaging and vibration monitoring during peak load testing.

3.6.3. Plot the test results against the manufacturer's original pump curve. The fire pump shall be considered to have failed the test if it cannot deliver at least 95% of the flow and pressure showed on the original, unadjusted manufacturer's certified pump curve, as per NFPA 25.

3.7. Controller Operational Test:

3.7.1. Simulate a pressure drop to verify automatic start capabilities.

3.7.2. Test manual start/stop functions.

3.7.3. Verify the operation of all alarms and supervisory signals to the fire alarm control panel

(FACP).

3.8. Upon completion of the inspection and testing, the contractor shall provide a comprehensive written report within ten (10) business days. The report shall include:

3.8.1. Completed Inspection Forms: Standardized NFPA 25 or DoD-equivalent inspection and testing forms.

3.8.2. Performance Curve: A plotted graph comparing the current flow test results against the original factory pump curve.

3.9. Deficiency Report: A detailed list of any discrepancies, degraded components, or critical failures discovered during the inspection.

3.9.1. Fuel Quality Report: Results of any required diesel fuel testing, noting the presence of water, microbes, or degradation.

3.9.2. Corrective Action Recommendations: Proposed solutions and cost estimates for required repairs to restore the system to full operational readiness.

4. Scope of Work: Inspection and Maintenance of Oil/Water Separator (OWS): The Inspection and

Testing shall include but not limited to:

4.1. Phase 1: Comprehensive Inspection

4.1.1. The contractor shall perform a thorough inspection to assess the operational status and waste accumulation levels of the OWS.

4.1.2. Secure the work area with appropriate barricades and signage.

4.1.3. Conduct a visual site assessment of the area surrounding the OWS for any signs of leaks, spills, or structural issues.

4.1.4. Implement Lockout/Tagout (LOTO) procedures for any associated electrical pumps or automated sensors before opening the OWS vault.

4.1.5. Internal Assessment:

4.1.5.1. Measure and document the depth of the free-floating oil layer and the accumulated bottom sludge/sediment layer.

4.1.5.2. Inspect the condition of the coalescing media (plates or tubes) for fouling or sediment buildup.

4.1.5.3. Clean and test all electronic level sensors, float switches, and visual/audible alarms to ensure they accurately report high-oil or high-water levels.

4.1.6. Reporting and Decision:

4.1.6.1. The contractor shall provide an immediate report of inspection findings to the Contracting Officer's Representative (COR).

4.1.7. The contractor shall execute Phase 2 if:

4.1.7.1. The accumulated bottom sludge exceeds 50% of the separator's design capacity.

4.1.7.2. The free-floating oil layer exceeds 80% of the separator's design capacity.

4.1.7.3. The inspection reveals a critical malfunction or fouling that impedes proper operation.

4.1.7.4. The service is required for the operation of the Oil-Water separator.

4.2. Phase 2: Cleaning and Servicing

4.2.1. Cleaning and Inspection:

4.2.1.1. Perform high-pressure washing of the OWS interior walls, baffles, and coalescing media. Care must be taken not to damage the equipment.

4.2.1.2. Extract all residual wash water and dislodged solids.

4.2.1.3. Conduct a thorough visual inspection of the now-empty OWS. Check for cracks, structural degradation, corrosion, or leaks. Inspect internal baffles and piping for damage.

4.2.2. System Recharge:

4.2.2.1. Upon completion of cleaning, refill the OWS with clean water to re-establish the proper operating level and water seal.

4.2.2.2. Verify the system is ready to receive normal effluent.

4.3. Upon completion of the service, the contractor must provide a comprehensive written report to the Contracting Officer Representative (COR) and the Environmental (EV) Office within ten (10) business days. The submission shall include:

4.3.1. Waste Manifests: Legible copies of all non-hazardous or hazardous waste manifests (e.g., EPA Form 8700-22) documenting the volume of waste removed, the transport entity, and the final authorized disposal or recycling facility.

4.3.2. Service Report: A detailed log of the cleaning process, including the date, time, volume of liquids/sludge removed, and the condition of the coalescing media.

4.3.3. Deficiency Report: A list of any structural defects, compromised baffles, or failing sensors identified during the inspection, accompanied by photographic evidence.

4.3.4. Corrective Action Recommendations: Proposed solutions and cost estimates for required repairs to restore the OWS to optimal condition.

4.3.5. The contractor must coordinate with the Contracting Office’s Representative (COR) prior to the removal of any waste to ensure manifest sign-off procedures are followed correctly.

4.3.6. If personnel must enter the OWS vault for inspection, all work must strictly adhere to OSHA regulations, including continuous atmospheric monitoring and retrieval systems.

4.3.7. The contractor must maintain adequate spill response materials on-site during pumping/removal operation

5. Safety and Coordination

5.1 The Contractor shall coordinate with the Contracting Officer’s Representative (COR) prior to taking the fire pump offline or initiating tests that may trigger facility alarms.

5.2. Appropriate Lockout/Tagout (LOTO) procedures must be followed during electrical and mechanical inspections. Hearing protection shall be used during engine operation.

5.3. Proper procedures must be followed for the handling and disposal of any hazardous materials, including diesel fuel, engine oil, coolant, and battery acid, in accordance with installation environmental policies.

6. All contaminated materials, including used absorbents, and recovered oil, coolant, and potentially contaminated fuel or cleaning materials shall be placed in clearly labeled, sealed containers. Contractor will be responsible for the transportation and disposal of all waste in accordance with all applicable regulations. The project is complete upon receipt of a successful clearance report and final approval from the Contracting Officer. The contractor shall include photo- as-found conditions in all reports.

7. The government strongly recommends that prior to submitting a proposal the Contractor should make a site visit and become familiar with the field conditions, scope of the work, and all requirements for completing the contract scope. The Contractor should examine the site with respect to the work to be performed to ascertain all factors that would affect the cost of the work to the extent that such information is reasonably obtainable.

8. The Contractor is responsible for initiating, maintaining, and supervising all safety precautions in connection with the Scope of Work. The Contractor shall coordinate with the Contracting Officer for utility supply disconnect. Requests shall be sent to the Contracting Officer three business days prior to the start of work.

9. Any damage to existing features to remain and new work shall be repaired or replaced in-kind at the Contractor’s expense. All waste shall be disposed of in accordance with New Jersey Department of Environmental Protection’s regulations.

10. Contractor’s staging area is to be designated by Contracting Officer. Sidewalks area shall be kept clear of debris and open for use at all times. At the end of each workday, the Contractor shall clean the affected area so as not to pose a safety hazard.

11. The Contractor shall submit any/all submittals as required by the contracting officer for government approval, prior to the start of activities in this scope of work.

12. This project requires a Project Superintendent, a Quality Control (QCM) Manager and a Site Safety & Health Officer (SSHO). The same individual may be the Project Superintendent/Quality Control (QCM) Manager/ and Site Safety & Health Officer. However, that individual shall meet the qualification requirements of each position. The Contractor shall have at least one qualified supervisor capable of reading, writing, and conversing fluently in the English language on the job site during working hours. In addition, the Quality Control (QC) representative shall also have fluent English communication skills.

SSHO shall meet the qualifications as outlined in EM 385-1-1 Appendix A, Section 1 and shall demonstrate a minimum of two years of experience as a project Safety Representative with no loss time incidents on assigned projects. Contractor shall provide the COR with a statement of qualifications in a letter to the Government for the SHHO.

13. Prior to the start of work, conference shall be attended by the Contractor’s project manager/ the site superintendent. Coordinate the conference with the Contracting Officer’s representative a minimum of five (5) business days in advance. The conference is required to discuss various aspects of the project and specific security and safety regulations at Naval Weapons Station Earle.

14. The Contractor shall submit labor hour’s log for the Contracting officer’s review and record. The Log can be submitted from start to end of the project.

15. The Contractor and his employees shall become acquainted with and obey all Government regulations as posted, or as requested by the Contracting Officer. Smoking is prohibited unless it is designated as smoking area.

16. The Government's regular (normal) working hours are from 0700 to 1530 (7:00 a.m. to 3:30 p.m.)

Mondays through Fridays except on (a) federal holidays and (b) other days specifically designated by the Contracting Officer. Federal holidays are New Year's Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

The Contractor will not be allowed to escort deliveries and workers into base. All Contractors entering the Base will need a badge. The Contractor shall obtain access to the installation by participating in the Defense Biometric Identification System (DBIDS), or by obtaining passes each day from the Base Pass and Identification Office. There is no cost for obtaining passes through the DBIDS. One-day passes, issued through the Base Pass and Identification Office, will be furnished without charge. The contractor shall submit all paperwork required by security for the employee access to the COR. The process of have a person cleared for access may take 14 business days. DBIDS Program: DBIDS is a voluntary program in which Contractor personnel who enroll, and are approved, are subsequently granted access to the installation for a period up to one year, or the length of the contract, whichever is less, and are not required to obtain a new pass from the Base Pass and Identification Office for each visit. The Government performs background screening and credentialing. Throughout the year the Contractor employee must continue to meet background screening standards. Periodic background screenings are conducted to verify continued DBIDS participation and installation access privileges. Under the DBIDS program, commercial vehicle inspection is required, including situations of Random Anti-Terrorism Measures (RAM) or in the case of an elevation of Force Protection Conditions (FPCON). Information on requirements to participate and enroll in DBIDS is available at http://dbids.dmdc.mil/ or by calling 1-800-372-7437. One-Day Passes:

Participation in the DBIDS is not mandatory, and if the Contractor chooses to not participate, the Contractor's personnel will have to obtain daily passes, be subject to daily mandatory vehicle inspection, and will have limited access to the installation. The Government will not be responsible for any cost or lost time associated with obtaining daily passes or added vehicle inspections incurred by non-participants in the DBIDS. Work outside regular working hours requires Contracting Officer approval. Project shall be completed 8 weeks from the date of award.

17. Attachment:

17.1. Pictures

17.2. Existing drawings: Supplementary for reference only

Azeb Hailu, P.E.

Engineering Tech.

Public Works Department Earle

201 State Highway 34, Bldg. C-9, Colts Neck, NJ 07722 Office: 732-866-2396, Cell: 617-943-7796 Email azeb.a.hailu.civ@us.navy.mil

17.1. Pictures:

Picture-1: Deisel Pump system after fire damage

Picture-2: Electric pump system

17.2. Existing Drawings: All existing drawings are supplementary for reference only

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