SOW WRSU Generator Service Contract.pdf

SCOPE OF WORK

EMERGENCY POWER SYSTEM SERVICE CONTRACT

WHITERIVER SERVICE UNIT

March 2024

A. INTRODUCTION:

The Contractor shall provide inspection, maintenance, and testing services for the Whiteriver Service Unit (WRSU) Emergency Power Systems (EPS). The WRSU EPSs include three generator sets and five Automatic Transfer Switches (ATS) located within the Whiteriver Indian Health Service Hospital Complex at Whiteriver, Arizona. Unit specifics and serial numbers are listed in Section D. The inspection, maintenance, and testing shall conform to hospital accreditation requirements which are the Joint Commission Standards and Elements of Performance. The Joint Commission Standards and Elements of Performance (EC.02.05.07, EP’s 6, 7, 8, & 9) specifically site NFPA 110-2010, NFPA 99-2012, NFPA 30-2012.

B. BACKGROUND:

The Phoenix Area Indian Health Service (PAIHS), Phoenix Area Office (PAO) Department of Acquisition (DAM), is procuring for a contractor to perform NFPA required generator and ATS preventative maintenance (PM), inspection, and testing of WRSU healthcare facilities EPS equipment. The source selections shall be in accordance with FAR 15-101-2 Lowest Price Technically Acceptable (LPTA) best value as outlined in Section I. In order to ensure that the EPS equipment operates reliably and consistently with minimum downtime, it is necessary to obtain routine maintenance and testing services by qualified, experienced technicians with specific technical expertise using manufacturer-certified methods and Original Equipment Manufacturer (OEM) replacement parts. The services are required to ensure equipment is maintained to operating specification which meet or exceed the original equipment manufacturer’s requirements and recommendations. The work performed under this contract is required for accreditation with the Joint Commission, Accreditation Association for Ambulatory Health Care (AAAHC) which has strict requirements for completion time frames and performance standards.

C. SCOPE OF REQUIREMENT:

Contractor shall furnish all labor, material, OEM parts, equipment, supervision, and transportation required to perform the work of this contract and to complete documentation of services as described in this contract. Contractor shall perform all work in accordance with the applicable National Fire Protection Association (NFPA) code and all other applicable state and federal requirements as identified below.

Table 1: Annual Testing, Inspection, and Preventative Maintenance Completion Timeline

Completion Timeframe Contract Year Immediately Upon Award X X X X X X X X X Base Year

January 2025 X X X X X X X Base Year January 2026 X X X X X X X Option Year 1 January 2027 X X X X X X X X X Option Year 2 January 2028 X X X X X X X Option Year 3 January 2029 X X X X X X X Option Year 4

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1. EMERGENCY GENERATORS: Contractor shall provide a “run time” report depicting EPS exercise run times for the annual and 36-month load bank testing.

a. Annually Requirement (NFPA 99-2012: 6.4.4.1)

i. EPS installations shall be exercised, including complete cold start, with supplemental loads (load bank) at not less than 50% of the EPS nameplate kW rating for 30 continuous minutes and at not less than 75% of the EPS nameplate kW rating for 1 continuous hour for a total test duration of not less than 1.5 continuous hours.

ii. Load bank test shall be initiated at an Automatic Transfer Switch (ATS).

iii. Transfer of power to the alternate source shall be verified at all automatic and manual transfer switches.

iv. Time delay on start, on transfer to emergency, on restoration to normal, and on shutdown shall be monitored and recorded.

v. EPS circuit breakers for system usage, including main and feed breakers between the EPS and the transfer switch load terminals, shall be exercised with the EPS in the “off” position.

b. 36-Months Requirements (NFPA 110-2010: Chapter 8)

i. Test EPS installations for 4 hours. Loading shall be not less than 30% of the nameplate kW rating of the EPS. A supplemental load bank shall be used to meet or exceed the 30% requirement.

ii. The test shall be initiated by operating at least one transfer switch test function and then by operating the test function of all remaining ATSs, or initiated by opening all switches or breakers supplying normal power to all ATSs that are part of the EPS being tested.

2. GENERATOR FUEL QUALITY TESTING (NFPA 110-2010: 8.3.8): A fuel quality test shall be performed annually and documented using appropriate ASTM standards or the manufacturers recommendations.

3. GENERATOR COOLANT QUALITY TESTING: A coolant quality test shall be performed annually and documented using appropriate ASTM standards or the manufacturers recommendations.

4. GENERATOR OIL TESTING: An oil quality test shall be performed annually and documented using appropriate ASTM standards or the manufacturers recommendations.

5. GENERATOR ANNUAL PREVENTATIVE MAINTENANCE: Preventative maintenance shall be performed annually and documented using the manufacturers recommendations and OEM parts.

6. AUTOMATIC TRANSFER SWITCH TESTING (NFPA 99-2012: 6.4.4.1)

a. Annually: Automatic transfer switches shall be inspected, tested, and maintained annually in accordance with applicable code.

b. 36-Months: Automatic transfer switches shall be inspected, tested, and maintained every 36 months in accordance with applicable code.

c. Checklists, attached as appendices to the statement of work, shall be completed, signed, and delivered as indicated in Section F of the statement of work.

7. ATS ANNUAL PREVENTATIVE MAINTENANCE: Annual in accordance with manufacturers requirements utilizing OEM parts.

D. ASSETS:

Table 2: Asset Data

E. WORK HOURS

All site work shall be performed during normal duty hours which are 8:00 am to 5:00 pm, Monday through Friday. No on-site work shall be permitted outside normal duty hours or on Federal Holidays.

Any deviation from these hours must be requested by the contractor 48 hours or more before the work period commences and authorized in writing by the COR. This requirement is due to the need for security of patients, government personnel and property. There must be a 'responsible government agent' on site when any contactor is present on WRSU property.

F. SUBMITTALS

Submittal shall include the information required below; however, reports may be submitted in contractors standard format as long as all the following information is included.

1. 36-Month ATS Testing: In accordance with NFPA 110-2020.

2. 36-Month Generator Testing: “Run Time” report depicting EPS exercise runs times with corresponding loads in accordance with NFPA requirements. Checklist information as illustrated in Appendix 1.

3. Annual ATS Testing: Checklist information as illustrated in Appendix 2.

4. Annual Generator Testing: “Run Time” report depicting EPS exercise runs times with corresponding loads in accordance with NFPA requirements. Checklist information as illustrated in Appendix 3.

5. Annual Fuel, Coolant, & Oil Analysis: Test reports in accordance with ASTM or manufacturers recommendations.

6. Annual ATS Preventative Maintenance: Checklist information as illustrated in Appendix 2.

7. Annual Generator Preventative Maintenance: Checklist information as illustrated in Appendix 3.

G. QUALIFICATIONS

Professional qualifications necessary for satisfactory performance of required services as stated in this Statement of Work. Each of these are required for performance; therefore, required for award:

1. Certifications of manufacturer approved training for Kohler and Caterpillar diesel generator maintenance for staff that will be performing required inspection, testing, and preventative maintenance activities.

2. The Contractor shall meet the following minimum qualifications:

a. A minimum of 5 years’ experience testing, maintaining, and repairing hospital EPS systems.

b. Expert knowledge of applicable NFPA code.

H. PROPOSALS

Proposals shall include documentation that individuals performing work meet the qualification requirements of Section F “Qualifications” of this statement of work.

QTY COMPONENT SERIAL NUMBER NFPA 110

Level EPS Location

1 Caterpillar Incorporated Generator Set: Model #3412 Capacity: 800kW, 1000kVA, 60 Hz, 1800 rpm, 480V

CAT00000LBCW00297 1 Hospital Plant

1 ATS Switchboard: Eaton, Cat #5BIHIKDB30225XSU Capacity: 150A, 480V, 3-pole, 60 Hz

23B264000 1 Hospital Plant

1 ATS Switchboard: Eaton, Cat #5BIHIKDB30225XSU Capacity: 225A, 480V, 3-pole, 60 Hz

23B264100 1 Hospital Plant

1 ATS Switchboard: Eaton, Cat #5BIHIKDB30225XSU Capacity: 300A, 480V, 3-pole, 60 Hz

23B264200 1 Hospital Plant

1 ATS Switchboard: General Electric, ZTS1200EX-7 23B264200 2 Hospital Plant

1 Kohler Power Systems Generator Set: Model #100REOZJF Capacity: 100kW, 125kVA, 60 Hz, 180 rpm, 480V

SGM32DKRK 2 Annex

1 ATS Switchboard: Kohler, Model #KCS-AMTC-0800S SGM32DLLZ 2 Annex

1 Kohler Power Systems Generator Set: Model #500REOZJB Capacity: 500kW, 625kVA, 60 Hz, 1800 rpm, 480V

SGM32DNBV 2 Speciality Services Building

1 ATS Switchboard: Kohler, Model KCS-AMTC-0070S SGM32DJ7M 2 Speciality Services Building

1. Certifications of manufacturer approved training for Kohler and Caterpillar diesel generator maintenance for staff that will be performing required inspection, testing, and preventative maintenance activities.

2. Evidence that contractor has required years of work on EPS systems at accredited healthcare facilities.

3. Evidence of ability to perform electrical troubleshooting, maintenance, and repair of hospital EPS systems.

4. Evidence of familiarity and experience with applicable NFPA, ASTM, and other codes and standards.

I. PROPOSAL EVALUATION FACTORS

FACTOR 1 “Specialized Experience” shall be evaluated as Acceptable or Unacceptable based on the following criteria. FACTOR 2 “Past Performance” shall be evaluated as Satisfactory or Less than Satisfactory based on the following criteria.

1. FACTOR 1: Specialized Experience Submission Requirements:

a. Basis of Evaluation: Evaluation of this factor will be an assessment of the Offeror’s project experience on an Acceptable/Unacceptable basis. To achieve an Acceptable rating, Offer’s shall submit documentation required in Section I.1.b below. Failure to address any of the required items will result in an “UNACCEPTABLE” rating and possible elimination from further consideration for contract award.

b. Offerors are required to submit:

i. Certifications of manufacturer approved training for Kohler and Caterpillar diesel generator maintenance for staff that will be performing required inspection, testing, and preventative maintenance activities.

ii. Evidence that contractor has 5 years of work on EPS systems at accredited healthcare facilities.

iii. Evidence of ability to perform electrical troubleshooting, maintenance, and repair of hospital EPS systems.

iv. Evidence of familiarity and experience with applicable NFPA, ASTM, and other codes and standards.

2. FACTOR 2: Past Performance Submission Requirements: In accordance with FAR 42.1503(e), past performance will be evaluated using the Past Performance Information Retrieval System (PPIRS). If no relevant past performance history is available for your DUNS number, you may choose to utilize the attached Past Performance Questionnaire (PPQ) Form PPQ-0 (Attachment J07) which will be used for evaluation. Projects submitted under Factor 1 shall also include consideration under this Factor by either a PPQ submission or information obtained in PPIRS. The Government will only evaluate up to five (5) Customer Satisfaction Surveys/Past Performance Questionnaires (PPQs) combined for the prime contractor. Government databases will be checked and previous customers and/or evaluators may be contacted as references or verification of performance. All performance ratings shall be considered for contracts ongoing or completed within the past 7 years from the date proposals are due. The Government reserves the right to evaluate past performance information on proposals submitted in response to this solicitation from any available source. Ensure correct phone numbers and email addresses are provided for the client point of contact. Completed PPQs should be submitted with your proposal, but are not required and can be submitted by the owner. Offerors should follow-up with clients/references to ensure timely submittal of questionnaires. If the client requests, questionnaires may be submitted directly to the Government’s point of contact email prior to proposal closing date. This does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation.

While the Government may elect to consider data from any and all other sources, the burden of providing detailed, current, accurate and complete past performance information rests with the Offeror. Past Performance (FACTOR 2) will be evaluated based on the following criteria:

a. Basis of Evaluation: The basis of evaluation will be the degree to which past performance evaluations (to include PPQs if applicable) and all other past performance information reviewed by the government (i.e., CPARS, PPIRS, FAPIIS, eSRS, performance recognition documents, etc.) reflect a trend of satisfactory performance. Evaluation of this factor will be an assessment of the overall past performance record. The Government may seek all relevant performance information on all responsive and otherwise Technically Acceptable Offerors through sources such as CPARS or PPIRS or other government databases and other sources that are available.

The Government shall not be limited in its search for performance data. In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the Offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305(a)(2)(iv)). Therefore, the Offeror shall be determined to have unknown past performance. In the context of Satisfactory/Less than Satisfactory “unknown” shall be considered “Satisfactory.”

J. POINTS OF CONTACT

1. Contracting Officer Representative: Dwayne Melton, Dwayne.Melton@IHS.gov

2. Technical Point of Contact: Lance Matthews, Lance.Matthews@IHS.gov

Appendix 6 Tri_Ennial EPS PM/Inspection Checklist – NFPA 110, 2016

PERFORM THE FOLLOWING CHECKS BEFORE STARTING THE GENERATOR:

Check for oil leakage. OK?_____Yes _____No.

Check oil level gauge. OK?_____Yes _____No Check Coolant System Coolant level Ok?______Yes ______No Check for leakage. Ok?______Yes ______No Fan Belts: Ok?______Yes ______No Battery Battery terminals cleaned in good condition. Ok?______Yes ______No Battery charge rate. Ok?______Yes ______No Check operation of emergency lights. Ok?______Yes ______No Fuel system checks Inspect the day tank levels and check for leaks.Ok?______Yes ______No Inspect all fuel lines for leaks. Ok?______Yes ______No Exhaust System Check exhaust system for leaks and loose hardware. Ok?_______Yes_______No

GENERATOR SETS:

FUEL SYSTEM (DIESEL): ANALYZE FUEL FOR CONDITION.________. RESULTS:________.

LUBRICATING SYSTEM:

Test Oil to determine condition before changing. Oil may not need to be changed.

CHANGE THE OIL.________

REPLACE THE OIL FILTER(S).________

REPLACE INJECTOR AIR FILTERS.________

COOLING SYSTEM:

Test engine coolant to determine need for replacement.

CHECK THE CONDITION AND ROD-OUT THE HEAT EXCHANGERS (IF NECESSARY).________

CLEAN THE EXTERIOR OF ALL RADIATORS.________

CHECK ALL ENGINE WATER PUMPS AND CIRCULATING PUMPS.________

EXAMINE ALL DUCTWORK FOR LOOSENESS.________

CLEAN AND CHECK MOTOR OPERATED LOUVERS.________

INSPECT ALL HOSES. REPLACE AS NEEDED.________

EXHAUST SYSTEM: CHECK THE CONDITION OF MUFFLERS, EXHAUST LINES, SUPPORTS, AND

CONNECTIONS.________

CHECK THE SPARK IGNITION ENGINES.________

REPLACE POINTS AND PLUGS.________

CHECK IGNITION TIMING.________

INSPECT ALL IGNITION LEADS.________

GENERATOR:

CLEAN GENERATOR WINDINGS.________

CHECK GENERATOR BEARINGS.________

CHECK METERS.________

ENGINE CONTROLS:

GENERAL CLEANING.________

CHECK APPEARANCE AND CONDITION OF ALL COMPONANTS.________

CHECK ALL METERS.________

Coolant temperature regulator replace _________ Either starting aid cylinder replace __________ (If Equipped) Turbocharger compressor housing (inlet side) inspection and cleaning. _________

TRANSFER SWITCH: INSPECT THE TRANSFER SWITCH AND MAKE REPAIRS OR REPLACEMENT IF

INDICATED.________

dmelton Text Box Appendix 1 Triennial EPS Preventative Maintenance & Inspection Checklist - NFPA 110, 2010

Appendix 4

Annual ATS PM/Inspection Checklist – NFPA 110, 2016

ATS _____

Verify control and feature set points and operation Normal source voltage – phase to phase ____ v ____ v ____ v phase to ground ____ v ____ v ____ v phase to neutral ____ v ____ v ____ v

Engine start time _____ seconds Emergency source voltage - phase to phase ____ v ____ v ____ v phase to ground ____ v ____ v ____ v phase to neutral ____ v ____ v ____ v

Load current each phase - _____ amperes _____ amperes _____ amperes Momentary override normal deviation (if provided) ______________ Transfer time delay (if provided) ______________ Return to normal source time delay (if provided) _____________ Engine cool down time (if provided) ___________ If the connection is to a multiple-source EPS, Verify the load priority of the ATS being tested and confirm this is correct given the criticality of the connected load _________ (confirmed – yes or no)

List failures and corrective action ________________________________________________ Verify proper operation of all indicator lights, meters and controls __________ (operational yes or no) List failures and corrective action ________________________________________________ Check Connections:

With normal source connected Thermographic inspection/Temperature Scan Under Peak Load - Temperature _______ Millivolt drop levels across poles - _____ mv _____ mv _____ mv _____ mv Operate the bypass and repeat - Thermographic inspection/Temperature Scan - Temperature _______ Millivolt drop levels across poles - _____ mv _____ mv _____ mv _____ mv

Secure power, lock and tag out emergency and normal power sources Resistance Checks

Emergency source cabling lug to bus _____ µ-ohm Normal source cabling lug to bus _____ µ-ohm Load cabling lug to bus _____ µ-ohm Neutral cabling lug to bus _____ µ-ohm Load connected to normal across each pole _____ µ-ohm Load connected to emergency across each pole _____ µ-ohm

Inspect or test for evidence of overheating or excessive contact corrosion Corrosion on main contacts and current carrying parts _____________________________________ Contamination on insulating materials or standoff insulators ________________________________ Control connection, plugs, harnesses ___________________________________________________ List corrective action taken Dust and debris removed by vacuum ____ (yes or no) Inspect cabinets for proper sealing Penetrations sealed? ______ (yes or no) Enclosures sealed and gasketed _____ (yes or no) Securing devices intact and secure? ______ (yes or no) Return ATS to normal service.

dmelton Text Box dmelton Text Box Appendix 2 Annual ATS Preventative Maintenance & Inspection Checklist - NFPA 110, 2010

Appendix 5

Annual EPS PM/Inspection Checklist – NFPA 110, 2016

PERFORM THE FOLLOWING CHECKS BEFORE STARTING THE GENERATOR:

Check for oil leakage. OK?___Yes _____No.

Check oil level gauge. OK?___Yes _____No

Check Coolant System Coolant level Ok?____Yes ______No Check for leakage. Ok?____Yes ______No Fan Belts: Ok?____Yes ______No Battery Battery terminals cleaned in good condition. Ok?____Yes ______No Battery charge rate. Ok?____Yes ______No Check operation of emergency lights. Ok?____Yes ____No Fuel system checks Inspect the day tank levels and check for leaks.Ok?____Yes ______No Inspect all fuel lines for leaks. Ok?____Yes ______No Exhaust System Check exhaust system for leaks and loose hardware. Ok?_____Yes_______No

GENERATOR SETS:

FUEL SYSTEM (DIESEL): ANALYZE FUEL FOR CONDITION.________. RESULTS:________.

LUBRICATING SYSTEM:

Test Oil to determine condition before changing. Oil may not need to be changed. Initial if performed.

CHANGE THE OIL._____

REPLACE THE OIL FILTER(S).____

REPLACE INJECTOR AIR FILTERS._____

COOLING SYSTEM:

Test engine coolant to determine need for replacement.

CHECK THE CONDITION AND ROD-OUT THE HEAT EXCHANGERS (IF NECESSARY).______

CLEAN THE EXTERIOR OF ALL RADIATORS._____

CHECK ALL ENGINE WATER PUMPS AND CIRCULATING PUMPS______

EXAMINE ALL DUCTWORK FOR LOOSENESS._____

CLEAN AND CHECK MOTOR OPERATED LOUVERS.____

INSPECT ALL HOSES. REPLACE AS NEEDED.____

EXHAUST SYSTEM: CHECK THE CONDITION OF MUFFLERS, EXHAUST LINES, SUPPORTS, AND

CONNECTIONS.____

CHECK THE SPARK IGNITION ENGINES._____

REPLACE POINTS AND PLUGS._____

CHECK IGNITION TIMING._____

INSPECT ALL IGNITION LEADS.____

GENERATOR:

CLEAN GENERATOR WINDINGS.____

CHECK GENERATOR BEARINGS._____

CHECK METERS.____

ENGINE CONTROLS:

GENERAL CLEANING._____

CHECK APPEARANCE AND CONDITION OF ALL COMPONANTS.____

CHECK ALL METERS.____

TRANSFER SWITCH: INSPECT THE TRANSFER SWITCH AND MAKE REPAIRS OR REPLACEMENT IF

INDICATED._____

dmelton Text Box dmelton Text Box Appendix 3 Annual EPS Preventative Maintenance & Inspection Checklist - NFPA 110, 2010

200a - SOW Appendix 1-3, WRSU Generator Service Contract