SOW Stoneville Maintain and Inspect Generators with option years 2025.pdf

Statement of Work

Maintain and Inspect (8) Generators

Asset ID’s 640200B001, 640200B008, 640200B022, 640200B045, 640200B046, 640200B047, 640200B050, 640200B080

USDA-ARS

Stoneville, Mississippi

Prepared By: Roger Bright Reviewed By: Kevin Magee April 2025

Table of Contents

Location Maps Page 3

Generator Locations Pages 4 thru 6

Statement of Work/Base Bid Pages 7

Preventative Maintenance/Inspections Pages 8 and 9

Generator Pictures/Tags Page 10 thru 17

Contractor Responsibility Page 18

Contacts Page 19

Site Map

Generator Locations

USDA Compound (5) Generators

USDA Catfish Facility (2) Generators

USDA Cotton Gin Facility (1) Generator

USDA Cotton Gin Research Facility (1) Generator

Statement of Work: Provide Annual Preventative Maintenance and Quarterly Inspections for one (1) base year, and four (4) additional option years for (8) Emergency Power Generators located in Stoneville, MS.

Project Objective: The objective of this Project is to provide Annual Preventative Maintenance and Quarterly Inspections for (4) Caterpillar Generators and (3) Kohler Generators, and (1) Cummins Generator. This Project is located at USDA-ARS JWDSRC, 141 Experiment Station Road Stoneville, MS.

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, dimensions, and conditions of the project 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 Stoneville, MS.

Utilization of Bio-Based Products: The contractor shall utilize products and material based from bio-based materials, (e.g. bio-based greases; bio-based hydraulic fluids, bio-based absorbents), to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

All supplies and materials shall be of a type and quality that conform to the applicable Federal Specifications and Standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR). Products can be found at:

https://www.biopreferred.gov

Safety: The contractor will submit a Site Safety Specific Plan/Accident Prevention Plan in industry recognizable format to the Contracting Officer within 14 days of contract award. The Plan shall include phone numbers and maps to the local Dr. Office and nearest Hospital.

Base Bid: Provide all equipment, labor, diagnostic testing equipment/software ,and materials necessary to provide Annual Preventative Maintenance and Quarterly Inspections for (8) Generators as listed below:

(1) Caterpillar Generator Model # IS08528, (1) Caterpillar Model #SR4B, (1) Caterpillar Model #3412, (1) Caterpillar Model # LC6, (1) Kohler Model #100RE0ZJE,(1) Kohler Model #80R0ZJ81, (1) Kohler Model #60RE0ZJC, and (1) Cummins Model #C125 D6C.

Contractor shall employ emergency power generator qualified technicians to perform the work.

This Agreement is for (1) Base Year with an additional (4) Option Years, total (5) Years. During the 12-month Preventative Maintenance period and Quarterly Inspections required:

https://www.sam.gov/ https://www.biopreferred.gov/

Provide for each Generator:

(1) Annual Preventative Maintenance to include:

Engine

• Replace lubricating oil and lubricating oil filters and fuel filters (including fuel/water separators)

• Perform full load bank test for minimum (2) hours, collect data, and provide data to USDA.

Cooling System

• Inspect radiator/heat exchanger for leaks, exterior cleanliness and/or deterioration.

• Check and record coolant level. • Check and record coolant freeze protection.

• Obtain coolant sample and send out for laboratory analysis.

• Inspect hoses and connections for signs of leaks and/or deterioration.

• Inspect fan drive pulley and fan for signs of wear or cracks.

• Inspect fan drive belts for signs of cracking or deterioration.

• Confirm jacket water heater is working and record coolant temperature (engine not running).

• Inspect water pump for any indication of leaks.

Fuel System

• Inspect fuel water separator (if equipped), drain any water from water/sediment bowl (if equipped).

• Check and record fuel tank level (if equipped with gauge).

• Visually inspect fuel tank and fuel piping for any indication of leaks.

• Inspect fuel lines and connections for leaks.

Starting System

• Check and record specific gravity reading of each cell (if maintainable).

• Check for proper level of electrolyte in each cell.

• Check battery charger for proper operation and record amperage reading.

• Check and record the last date that batteries were replaced. Recommend that batteries be replaced every three years, regardless of condition.

Control Panel

• Verify gauges are operating and record readings.

• Check for presence of any warning lights/alarms.

• Perform lamp/bulb test.

Safety Controls – check for proper operation of safety devices below:

• Overcrank

• Overspeed

• High Coolant Temperature

• Low Oil Pressure

• Not-in-Auto

• Emergency Stop

Operational Checks with Engine Running

• Check for any leaks or unusual noises.

• Verify proper voltage and frequency via control panel gauges.

• Check for proper air inlet and outlet louver operation (if equipped).

• Operate for no more than five (5) minutes without load. Longer periods not recommended without a minimum of 30% of nameplate capacity load applied.

• Perform five (5) minute confidence test/available building load test if permitted by customer. Customer representative must be present to operate necessary circuit breaker to allow transfer to emergency source.

Walk-around inspection

• Visual inspection of generator and environment.

• Check for signs of rodent/insect activity

Conclusion of visit / Recommendations

• Control panel: confirm control switch is in “auto” position.

• Circuit breaker: confirm breaker is in “ON” position.

• Provide written recommendation(s) for any suggested repairs.

• Make electronic copy of inspection report available to customer.

• Provide written estimate of additional work to customer within one week of service visit.

• Technician will clean up and dispose of any waste generated during service visit.

• Replace lubricating oil and lubricating oil filters and fuel filters (including fuel/water separators)

Quarterly Inspections

• Walk around Inspections to include running the units with diagnostic software , check hoses, belts, filters, etc.

• Provide Inspection Result Checklist to USDA

REPAIRS AND SCHEDULED MAINTENANCE

performed between 8:00 a.m-4:00 p.m. Monday through Friday

Service Requests Emergency Service requests are covered under the Agreement and will be provided on an as needed basis, 24 hours a day, 7 days a week, & Holidays.

WORKING HOURS AND LABOR RATES (For Repair Services when requested)

Normal Hours: 8:00 a.m. to 4:00 p.m. Monday through Friday.

Overtime Hours: 4:01 p.m. to 4:59 a.m. Monday through Sunday & Holidays.

Labor Rates- Provide hourly labor rates for normal Working Hours & Overtime Hours.

Catfish Facility

Building #46 (Kohler Model 80R0ZJ81)

Building #47 (Kohler Model 60RE0ZJC)

Cotton Gin Facility

Building #22 (Cummins Model C125 D6C)

Compound Building #50 (Kohler Model 100RE0ZJE)

Building #1 (Caterpillar Model SR4B)

Building #8 (Caterpillar Model IS08528)

Building #80 (Caterpillar Model 3412)

Building #45 (Caterpillar Model LC6)

Contractor Responsibility:

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

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

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

4. 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.

5. 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.

Materials/Submittals:

The Contractor shall supply all materials necessary to successfully complete the project and deliver a functioning system 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.

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:

Contractor will coordinate maintenance, repairs, and inspections with Location Point of Contact and give 3 working days’ notice before work begins.

TERM AND TERMINATION

This Agreement will commence on the effective date and continue for an initial period of ONE (1) Year.

This Agreement is for (1) Base Year with an additional (4) Option Years, total (5) Years.

Work Hours:

Contractor work hours shall be Monday through Friday, seven (7) A.M. to four (4) P.M. with the exception of Government holidays. Any changes to work schedule shall be submitted to Contacting Officer for written approval prior to schedule change.

Project Contacts:

Mr. Leroy Luckett, Administrative Officer (AO) USDA, ARS Jamie Whitten Delta States Research Center 141 Experiment Station Road Stoneville, MS 38776 Phone: 662-686-3452 (Office) Email: leroy.luckett@usda.gov

Mr. Dwayne Jordan, Utility Systems Supervisor (POC) USDA, ARS Jamie Whitten Delta States Research Center 141 Experiment Station Road Stoneville, MS 38776 Office: (662) 686-5247 dwayne.jordan@usda.gov

Mr. Kevin Magee, General Engineer (EPM) USDA, ARS SEA Facilities Engineering 141 Experiment Station Road Stoneville, MS 38776 kevin.magee@usda.gov Office: 662-686-5289

To Be Determined, Contract Specialist USDA, ARS, Southeast Area Administrative Office Acquisitions, Personal Property & Fleet Management mailto:leroy.luckett@usda.gov mailto:dwayne.jordan@usda.gov mailto:kevin.magee@usda.gov