Statement of Work.pdf

Statement of Work – Fuel Storage and Distribution System Preventive Maintenance Services

Statement of Work (SOW)

Preventive Maintenance Services for Fuel Storage and Distribution System

U.S. Embassy Kigali, Rwanda

1. PURPOSE

The United States Department of State (DOS), through the U.S. Embassy Kigali, requires a qualified contractor to perform preventive maintenance services for the Embassy fuel storage, fuel transfer, fuel monitoring, and dispensing systems in accordance with manufacturer recommendations, applicable codes, and industry best practices.

The Contractor shall provide all labor, supervision, tools, instruments, consumables, testing equipment, transportation, and technical expertise necessary to complete the required preventive maintenance services.

2. CONTRACT PERIOD AND OPTION YEARS

The anticipated period of performance shall consist of one (1) Base Year and four (4) Option Years, for a total potential contract period of five (5) years. Each Option Year shall be exercised at the sole discretion of the

Government, subject to availability of funds, continued need for the services, satisfactory Contractor performance, and all applicable contractual requirements. The Contractor shall not commence work for an

Option Year until the Government provides written notice that the option has been exercised.

Contract Period Duration Required Services Remarks

Base Year 12 months Annual preventive maintenance Initial contract period

Option Year 1 12 months Annual preventive maintenance

Subject to Government exercise

Option Year 2 12 months Annual preventive maintenance

Subject to Government exercise

Option Year 3 12 months Annual preventive maintenance

Subject to Government exercise

Option Year 4 12 months

Annual preventive maintenance and five-year maintenance activities

Fifth contract year; five-year maintenance due

Annual Services. The preventive maintenance activities identified in this SOW as annual services shall be performed once during each exercised contract year.

Five-Year Maintenance. The five-year maintenance activities identified in Sections 8.2 and 9.2 shall be performed during Option Year 4, provided all four option years are exercised. If the Government does not exercise all option years, such activities shall only be performed if specifically authorized in writing by the

Government.

3. SCOPE OF WORK

The Contractor shall inspect, test, clean, calibrate, troubleshoot, adjust, and document the condition and operation of all fuel system components identified in this Statement of Work.

The Contractor shall utilize qualified technicians experienced in fuel oil systems, underground storage tank systems, fuel dispensing systems, and associated control systems.

All maintenance activities shall comply with applicable manufacturer recommendations, OSHA safety requirements, API standards, NFPA standards, NEC requirements, and local regulations.

4. FUEL OIL PUMP CONTROL SYSTEMS

(Simplex, Phillips, or Equivalent)

The Contractor shall perform annual preventive maintenance on all fuel oil pump control systems including but not limited to:

3.1 Control Panels

• Visually inspect all controllers and enclosures.

• Check and tighten electrical connections as necessary.

• Test all fuses.

• Test all lights, LEDs, indicators, and alarm horns.

• Observe condition of contactor contacts while pumps are cycled ON/OFF.

• Replace or recommend replacement of contactors showing severe arcing or chattering.

• Perform sequence testing in accordance with original startup documentation.

3.2 Field Devices

Inspect and perform operational testing of:

• Manifold solenoids

• Motorized supply valves

• Motorized return valves

• Remote pushbuttons

• Specialty valves

• Supply pumps

• Return pumps

3.3 Supply Pump Inspection

Leakage Inspection

• Inspect for leakage from external pressure seals.

• Inspect functional elements and leak detector ports.

• Verify packer seal manifold integrity to prevent water intrusion.

• Check tightness of functional and pressure stat element screws.

• Inspect all fittings, tubing, and connections for:

o corrosion o damage o missing components o kinks

Conduct Inspection

• Inspect conduit for corrosion or physical damage.

• Verify grounding paths comply with NEC requirements.

Yoke Inspection

• Verify yoke screw tightness.

• Confirm threads are not striped.

• Inspect O-ring sealing surfaces for corrosion or deterioration.

Electrical Testing

• Measure resistance between ground wire and neutral (shall be less than 2 ohms).

• Measure amp draw during shut-off pressure operation and compare to manufacturer standards.

• Verify incoming voltage is within acceptable operational limits.

3.4 Sequence Testing

• Test all sequencing operations and alarms for proper operation.

3.5 Spare Parts Inventory

• Inspect available spare parts inventory.

• Identify missing or recommended spare components.

3.6 Documentation

• Record all inspection and testing results.

5. FUEL DISTRIBUTION SYSTEM

The Contractor shall inspect the complete fuel distribution system including piping, valves, filters, vents, and associated accessories.

4.1 Piping Inspection

Inspect all piping systems for leakage, corrosion, and damage including:

• Remote fill piping to underground storage tanks (USTs)

• Supply piping between day tanks and USTs

• Return piping between day tanks and USTs

4.2 Tank and Sump Inspection

• Verify USTs and sumps are properly vented.

• Ensure sumps are free of:

o water o fuel o debris

• Inspect manhole gaskets.

• Inspect brine levels for tanks with interstitial monitoring fluid.

• Verify day tanks are properly vented and emergency vented.

4.3 Operational Adjustments

• Adjust day tank fill rates below return pump levels.

• Verify manual and bypass valves are properly positioned and locked where required.

4.4 Filters and Strainers

• Clean or replace all strainers and filters.

4.5 Specialty Valves

• Inspect and test all specialty valves for proper operation.

4.6 Documentation

• Record all inspection and testing results.

6. LEAK AND LEVEL MONITORING SYSTEM

(Pneumercator, Veeder-Root, or Equivalent)

The Contractor shall inspect, test, calibrate, and verify operation of all leak detection and fuel level monitoring systems.

5.1 System Configuration Verification

• Verify system configuration has not been altered from startup programming.

5.2 Alarm and Indicator Testing

• Test all lights, LEDs, and alarm horns.

• Investigate and clear all active alarms.

5.3 Sensor Testing

• Test all sensors.

• Test discriminating sensors using both water and fuel.

• Clean all sensors.

5.4 Probe Inspection and Calibration

• Remove and inspect probes for damage.

• Clean probe shafts.

• Test and recalibrate probes using manual tank gauging and tank calibration charts.

5.5 System Verification

• Verify fuel pump controller levels match leak and level monitoring system readings.

• Test remote alarm panels.

• Verify remote displays function properly.

• Test all system inputs and outputs.

5.6 Documentation

• Record all inspection and testing results.

7. FUEL DISPENSING SYSTEM

The Contractor shall perform preventive maintenance on all fuel dispensing systems and associated equipment.

6.1 Control Panels and Control Boxes

• Visually inspect controllers.

• Tighten electrical connections.

• Test all fuses.

• Test all indicators, LEDs, and alarm horns.

• Inspect contactor condition during operation.

• Perform sequence testing.

6.2 Supply Pump Maintenance

Perform all inspections identified under Section 3.3 including:

• leakage inspection

• conduit inspection

• yoke inspection

• electrical testing

6.3 Shear Valve Testing

• Verify proper operation of shear valves.

6.4 Dispenser Inspection

Inspect and test the following:

• Cabinet cleanliness and dryness

• Sump condition

• Emergency shutoff valve anchorage and operation

• Filters condition and service life

• Fire extinguisher condition and pressure

• Door panels and locks

• Nozzle flow rate

• Automatic nozzle shutoff

• No-pressure/no-flow operation

• Electrical conduit and junction boxes

• Hanging hardware continuity

• Grounding system

• Emergency stop switches

• Nozzle spout condition

• Automatic shutoff holes

• Hold-open latch operation

• Nozzle body and warning labels

• Hose/nozzle connections

• Swivel fitting operation

• Hose condition

• Breakaway fittings

• Whip hose condition

• Island and pavement conditions for evidence of leaks or spills

6.5 Spare Parts Inventory

• Inspect available spare parts inventory.

6.6 Documentation

• Record all inspection and testing results.

8. FUEL STORAGE TANKS – DAY TANKS

7.1 Annual Preventive Maintenance

The Contractor shall:

• Inspect tanks for corrosion.

• Inspect for leakage.

• Inspect piping systems.

• Sample fuel and test quality.

• Inspect floats and level devices.

• Inspect fire protection devices.

• Inspect berms for erosion.

• Clean vents, flame arrestors, and related components.

• Inspect vapor recovery lines.

• Verify locking devices.

• Run pumps and verify operation.

• Calibrate and adjust fuel oil pressure.

• Clean fuel strainers.

• Inspect electrical grounding systems.

• Verify automatic controls and leak detection systems.

7.2 Five-Year Maintenance

The Contractor shall:

• Pump tanks down to within 6–10 inches of the bottom.

• Remove sludge and flush tanks.

• Inspect tanks, piping, and connections for leaks.

• Clean and adjust transfer pumps.

• Inspect and clean strainers, valves, meters, gauges, and traps.

• Inspect floats and leveling devices.

8. UNDERGROUND FUEL STORAGE TANKS (UST)

8.1 Annual Preventive Maintenance – Each Exercised Contract Year

The Contractor shall:

• Inspect all piping systems.

• Inspect manhole gaskets.

• Sample fuel and test quality.

• Inspect floats and level devices.

• Inspect fire protection devices.

• Clean all venting components and flame arrestors.

• Inspect for residue buildup.

• Verify floats move freely.

• Verify locking devices.

• Run pumps and check operation.

• Calibrate and adjust fuel oil pressure.

• Verify automatic controls and leak detection systems.

• Compare probe readings against manual stick measurements.

• Clean sensors where applicable.

8.2 Five-Year Maintenance – Option Year 4

The Contractor shall:

• Lockout/tagout all electrical systems.

• Isolate tanks from the fuel system.

• Drain piping and install blind flanges where required.

• Pump tanks to within 6–10 inches from the bottom.

• Remove sludge and flush tanks.

• Ventilate and gas-free tanks to achieve a lower explosive limit (LEL) of 10% or less.

• Perform confined space entry in compliance with OSHA and API standards.

• Remove residual fuel using vacuum equipment.

• Inspect tanks for cleanliness and vapor-free conditions.

CONTRACT-YEAR SERVICE SCHEDULE

The Contractor shall coordinate the annual preventive maintenance schedule with the Embassy. The

Government may issue written scheduling instructions identifying the required service window. All work shall be planned to maintain safe and reliable fuel system operation and to minimize disruption to Embassy operations.

10. TRAINING REQUIREMENTS

The Contractor shall provide operational and maintenance training to Embassy-designated maintenance personnel.

Training shall include:

• Proper preventive maintenance procedures

• Manufacturer recommended maintenance practices

• Fuel system safety procedures

• Alarm response procedures

• Leak detection system operation

• Fuel dispensing system operation

• Troubleshooting techniques

• Recommended maintenance intervals

The Contractor shall provide training materials and operational recommendations.

11. CONTRACTOR REQUIREMENTS

The Contractor shall:

• Be experienced in fuel storage and distribution system maintenance.

• Utilize qualified and certified technicians.

• Provide all required tools and calibrated testing equipment.

• Follow all safety procedures and lockout/tagout requirements.

• Coordinate all work with Embassy representatives.

• Ensure work areas remain clean and safe.

12. DELIVERABLES

The Contractor shall provide:

• Preventive maintenance reports

• Test and calibration reports

• Fuel quality test reports

• Deficiency reports

• Recommended corrective actions

• Spare parts recommendations

• Training attendance records

All reports shall be submitted electronically in PDF format within five (5) business days after completion of work.

13. QUALITY ASSURANCE

All work shall be performed in accordance with:

• Manufacturer recommendations

• OSHA requirements

• NEC requirements

• NFPA standards

• API standards

• U.S. Embassy safety procedures

The Embassy reserves the right to witness inspections, testing, and maintenance activities.