Statement of Work (Draft).pdf

DRAFT

STATEMENT OF WORK

Backup Generator Maintenance

Central Arkansas VA Healthcare System (4/17/2023)

1. INTRODUCTION:

The Central Arkansas VA Health Care Campuses, located at 2200 Fort Roots Drive, North Little Rock, AR 72114 and 4300 West Seventh Street, Little Rock, AR 72205, Have a requirement for maintenance on backup generators which consist of thirteen

(13) Generators. Subject work is to be accomplished for and at the following Central Arkansas VA Hospital Campuses:

John L. McClellan VA Hospital (to be referred to as “JLM”) 4300 West 7th St.

Little Rock, AR 72205 and

Eugene J. Towbin Memorial VA Hospital (to be referred to as “NLR”) 2200 Fort Roots Dr.

North Little Rock, AR 72114

Work shall be done in accordance with VHA Directive 1028 “Electrical Power Distribution Systems”, all applicable National Fire Protection Association (NFPA), The Joint Commission, Federal, State and Local regulations. These facilities do not currently have a service contract in place and must ensure operational continuity is maintained during power outages.

2. SCOPE:

The scope of this service contract shall apply to the equipment listed in Appendix A, to include the associated generator fuel tanks. The Joint Commissioning Generators will be indicated in Appendix A as “TJC”.

2.1. Preventive Maintenance: The Contractor shall provide the preventative maintenance of each calendar year the agreement is in effect. Such planned maintenance shall consist of, but not be limited to, the following.

2.1.1. Semi-annual and Annual planned maintenance services: PM tasks and inspections shall be performed and shall include, but not be limited to, the following requirements.

2.1.1.1. All inspection and testing shall be performed in accordance with manufacturer’s recommendations. The Contractor shall conduct, at a minimum, annual inspections of generators and generator controls systems. Deficiencies discovered during inspection shall be corrected by the contractor. Inspections that are conducted as part of preventative maintenance program shall be completed by the contractor and adhere to the directives noted herein. The maintenance contractor shall tag the tested devices after the inspection and safety tests have been performed and certified.

Tags shall include, at a minimum: the date of the inspection, the name of the inspector, the frequency of the inspection. The tag shall be clearly identifiable and shall in no way hinder the operation of the equipment.

2.1.1.2. Diagnostic testing of the generators is software proprietary to the generator manufacturer. Contractor must be certified to access proprietary software system and supply their own equipment connection to the generators software system.

2.1.1.3. Follow guidelines for Semi-Annual and Annual Maintenance testing procedures as outlined by the OEM manufacturer’s recommendations, The Joint Commissioning Requirements for TJC Identified Generators, National Electrical Code, and NFPA codes, example NFPA 110.

2.1.1.4. Use only fluids and lubricants that are approved by the OEM.

2.1.1.5. Special care should be taken to keep the generator and engine components clean and in serviceable condition to facilitate detection of possible leaks and prevent subsequent damage.

2.1.1.6. Remove all used antifreeze and/or radiator flush from government property and properly dispose of in accordance with State and Federal laws/regulations.

2.1.1.7. Remove all used oil and oil filters after oil change from government property and properly dispose of in accordance with State and Federal law/regulations.

2.1.1.8. Inspection includes the following components of the Generator Systems:

Component Tasks Battery & Battery Charger System

Check battery charger functions Cable connections, termination cleanliness and security Ensure to only have Maintenance Free Batteries Battery Conductance Test*

*Any batteries that fail the conductance test to be replaced as part of the maintenance service.

Component Tasks Fuel System

Inspect main tank/day tank fuel level and drain condensation from day tank Inspect day tank controls and pumps.

Tests operate day tank controls (where available) Inspect all fuel hoses, clamps, pipes, components, and fittings Inspect governor linkage Visually inspect rupture/containment basin Water I~ Fuel Test - Sub-base, day tanks Fuel sample for laboratory analysis

Engine Cooling System

Inspect all hoses and clamps for leaks, coolant level and condition Inspect radiator cap and filler neck condition Inspect drive belts, observe alignment and deflection Observe coolant heater operations Utilize DCA test strip to record coolant properties Inspect radiator surfaces, shrouds, and barriers for obstruction Visually inspect low temperature after cooler coolant

Engine & Lubrication System

Inspect lubrication system (visually check oil level) Inspect crankcase ventilation system Inspect spark ignited ignition system Oil sample for laboratory analysis Clean engine crankcase breather Check and adjust all linkages

Intake/Exhaust System

Inspect air cleaner element and entire intake system Inspect exhaust system and rain cap · Inspect louver operations

Component Tasks Generator Controls & Power Connections

Visually inspect all engine mounted wiring, senders, and devices Visually inspect all control mounted components and wiring Lamp test all lights and indicators Visually inspect breaker and power connections Manually operate generator main breaker(s) open and closed

Generator Operations

Start and observe generator and equipment operations Verify engine and generator safeties tor proper operation System test with or without load

Automatic Transfer Switch

Clean the exterior of the cabinet Visually inspect all power and control wiring Visually inspect switch mechanism and enclosure Add lubrication to ATS if visual inspection indicates need Visually inspect controls and time delays settings Visually inspect the cabinet seals and look for any moisture entry Visually inspect for any signs of overheating Verify function of exercise clock

2.1.2. Services Performed and Frequency

2.1.2.1. Semi-annual PM: Date to be determined with station within the first

30 days of every year of this contract. The service will include a complete inspection of the generator, inspection of the engine cooling, lube oil, fuel, air intake and exhaust, starting and control systems. Obtain an oil sample to monitor the condition.

2.1.2.2. Annual PM: Date to be determined with station within the first 30 days of every year of this contract. Includes the semi-annual PM plus changing the lube oil filter, lube oil and both the primary and secondary fuel filters. Service the makeup coolant. Include the 1- 1/2-hour Load Bank Testing.

2.1.2.2.1. Inspect engine cooling fan & fan drives for excessive wear or shaft wobble

2.1.2.2.2. Check all pulleys, belt tensioners, slack adjusters & idler pulleys for travel, wear & overall condition

2.1.2.2.3. Inspect/lubricate drive bearings, gear or belt drives, love joy and other shaft connecting hardware

2.1.2.2.4. Post lube service operation of genset (unloaded) at rated temperature

2.1.2.2.5. One and a half (1-1/2) continuous hours annual load bank tests in the following intervals:

2.1.2.2.5.1. 50% of name plate rating for 30 minutes, followed by,

2.1.2.2.5.2. 75% of name plate rating for 60 minutes.

2.1.2.3. Three (3) Year PM: Occurs two times on April 1, 2025, and April 1, 2026, of this contract. Per each campus respectively.

2.1.2.3.1. All Manufacturer OEM recommended 3 year inspection requirements

2.1.2.3.2. Cooling System Coolant (DEAC) – Change

2.1.2.3.3. Cooling System Coolant Extender (ELC) – Add

2.1.2.3.4. Cooling System Water Temperature Regulator – Replace

2.1.2.3.5. Cylinder Head Grounding Stud – Inspect/Clean/Tighten

2.1.2.3.6. Engine Speed/Timing Sensors – Check/Clean/Calibrate

2.1.2.3.7. Rotating Rectifier – Check. Turbocharger – Inspect

2.1.2.3.8. Automatic Transfer Switch

2.1.2.3.8.1. Clean interior and exterior of cabinet

2.1.2.3.8.2. Check busswork, controls, and mechanism for signs of carbon tracking, overheating, or deterioration

2.1.2.3.8.3. Check linkage for free operation

2.1.2.3.8.4. Inspect control wiring and power cables

2.1.2.3.8.5. Check and tighten any loose connections

2.1.2.3.8.6. Replace the control board battery

2.1.2.3.8.7. Verify open transition interlock bar is operation (if applicable)

2.1.2.3.8.8. Perform electrical measurements on both normal and emergency power sources

2.1.2.3.8.9. Verify main clock, date, and exerciser settings

2.1.2.3.8.10. Verify transfer time delays

2.1.2.3.8.11. Operate the transfer switch with and without electrical load

2.1.2.3.9. Perform a complete fuel polishing of all fuel in the belly tanks

2.1.2.3.10. Four (4) continuous hours load bank test in the following intervals:

2.1.2.3.10.1. 30% of name plate rating for 30 minutes, followed by,

2.1.2.3.10.2. 50% of name plate rating for 30 minutes, followed by,

2.1.2.3.10.3. 75% of name plate rating for 3 hours.

2.2. Corrective Maintenance: Corrective Maintenance shall be performed after notification that equipment is inoperative. The Contractor shall provide the Contracting Officer with a designated point(s) of contact and make arrangements to enable its maintenance representative to receive such notification 24 hours per day/7 days per week with a two-hour on-site response time.

2.2.1. Response time shall begin at the recorded time of the call to the Contractor and proceed until Contractor maintenance personnel are on site and have begun corrective actions. Repair time shall begin upon the recorded initiation time of corrective action by Contractor personnel at the repair site. All calls and arrival times will be recorded by the COR.

2.2.2. The Contractor’s failure to meet the required response time will be subject to poor performance ratings and/or a determination not to exercise option periods for each occurrence or a possible termination for default.

2.2.3. After service, Contractor will provide a written report summarizing the performed service, findings and recommended action.

2.2.4. Repair time for normal wear items on any single piece of equipment shall not exceed 24 consecutive hours. Should the government determine that the equipment is not operating in a satisfactory manner, the government shall remedy the malfunction, through whatever means are necessary, and offset the Contractor’s invoice for costs to correct the malfunction.

2.2.4.1. For the purpose of this agreement, normal wear items are considered as, the following, and must be included in the agreed upon list of stocked spare parts:

2.2.4.1.1. Belts

2.2.4.1.2. Hoses

2.2.4.1.3. Radiator Cap

2.2.4.1.4. Filters

2.2.4.1.5. Thermostat

2.2.4.1.6. Starter

2.2.4.1.7. Alternator

2.2.4.1.8. Water Pump

2.2.5. Batteries: If per the annual battery conductance test report shows batteries that are not operational. Contractor to provide replacement batteries that are maintenance free batteries. Part of the funds for maintenance parts shall include battery replacement up to 5 batteries for the first year of maintenance. If option years are exercised include replacement batteries for up to 3 batteries each year.

2.2.6. Item 0002 will be reimbursed on Time and Materials Basis. Contractor will be required to provide a breakdown of labor hours and material costs. Parts and consumables will be reimbursed at cost plus to be agreed upon percent for profit.

3. PERFORMANCE REQUIREMENTS:

It is expected that preventative maintenance frequencies identified in this Statement of Work will be completed on time. Any maintenance items/deficiencies identified during inspections that are not correctable as part of this Service contract will be listed on a separate quote and furnished to the COR.

4. QUALIFICATIONS:

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

4.1. Technicians must show proof of certification training provided by Cummins Generators.

4.2. Diagnostic testing of the generators is software proprietary to the generator manufacturer. Contractor must be certified to access proprietary software system and supply their own equipment connection to the generators software system.

4.3. The Contractor shall meet the following minimum qualifications:

4.3.1.1. A minimum of 5 years’ experience testing, maintaining, and repairing Mission Critical Facility Emergency Power Systems.

4.3.1.2. The Contractor shall be physically able to climb ladders (up to 20 feet), enter crawl spaces, and carry equipment up to 40 pounds in total weight.

5. REPORTING:

Contractor shall provide, to the COR after completion of work, at the minimum, the following deliverables:

5.1. The following information, which shall be recorded, during each increment of testing as defined above in the SOW:

5.1.1. Building Number and Identification of generator tested (e.g. Generator #1)

5.1.2. Date generator was installed/placed in service

5.1.3. Generator standby nameplate rating in kW

5.1.4. 30% of generator standby nameplate rating in kW

5.1.5. Identification of ATS(s) used to initiate the test

5.1.6. ATS transfer time (0 to 10 seconds)***

5.1.7. Fuel type and normal operating temperature of generator

5.1.8. Date of Test

5.1.9. Elapsed test time (support with hour meter “start”, “stop”, and “run” times)

5.1.10. Oil Pressure during test

5.1.11. Operating Water Temperature during test

5.1.12. Exhaust Gas Temperature during test, if applicable (Infrared Reading Ahead of Turbocharger)

5.1.13. Cycles (RPM/Hz)

5.1.14. Volts (Voltage Regulator Stability, and Voltage Regulator Droop [no load voltage, full load voltage])

5.1.15. Engine Loading (AMP Meter) under test

5.1.16. Engine Hour Meter at Stop

5.1.17. Signature or Initials of Technician Performing Testing

5.1.18. Time delay for cooldown (minimum 5 minutes required)

5.1.19. Identification of unsatisfactory conditions and corrective action taken

(including parts replaced)

5.1.20. Weather conditions

5.1.21. Any additional data requirements listed in NFPA 110 and The Joint

Commissioning Reporting requirements

5.2. Corrective Maintenance reports to provide the following:

5.2.1. Date and time of completed equipment repair,

5.2.2. Type, model, and serial number of the equipment on which maintenance was

5.2.3. performed,

5.2.4. Total time spent performing maintenance,

5.2.5. Detailed narrative description of the maintenance action required,

5.2.6. Complete list of parts replaced,

5.2.7. Comments as to the cause of the malfunction when applicable

5.3. Fuel and Oil laboratory reports shall be provided annually for all generators within 30 days of the sample pull date.

5.4. All reporting must be recorded digitally and download results direct from the generator equipment proprietary software system. The contractor must be able to have access to the generator proprietary software system. Reports not generated through the generator’s software system will be deemed unacceptable.

5.5. Results and inspection reports to be submitted to the COR within 30 calendar days after completion of testing/inspections.

6. SUBMITTAL/SCHEDULE:

6.1. Contractor to provide a maintenance schedule within 30 days of Award

6.2. Contractor to provide notice of service within 30 days of planned annual, semi-annual and triennial work.

6.3. Contractor to provide submittal procedure breakdown of service work to VA within 30 days of planned work.

6.4. All work shall be performed during normal duty hours which are 8:00am to

5:00pm, Monday through Friday. No on-site work shall be permitted outside normal duty hours or on Federal Holidays. Any deviations from these hours must be requested by the contractor 14 calendar days 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 contractor is present on JLM or NLR Properties.

6.5. The following federal holidays are observed by these facilities::

6.5.1. New Year’s Day, January 1*

6.5.2. Martin Luther King Jr. Day, Third Monday in January

6.5.3. Washington’s Birthday (President’s Day), Third Monday in February

6.5.4. Memorial Day, Fourth Monday in May

6.5.5. Juneteenth, June 19

6.5.6. Independence Day, July 4*

6.5.7. Labor Day, First Monday in September

6.5.8. Columbus Day, October 12*

6.5.9. Veterans Day, November 11*

6.5.10. Thanksgiving, Fourth Thursday in November

6.5.11. Christmas, December 25*

(*) Federal Holidays that fall on a Saturday will be observed the Friday prior. Holidays that fall on a Sunday will be observed the Monday following.

7. MAINTENANCE STANDARDS:

Generators shall be maintained in accordance with the most recent edition of the following:

7.1. NFPA 110 – Standard for Emergency and Standby Power Systems

7.2. NFPA 70 – National Electric Code

7.3. NFPA 99 – Health Care Facilities Code

7.4. NFPA 101 – Life Safety Code

7.5. VA Electrical Directive 1028

7.6. The Joint Commission

7.7. OEM Manufacturer’s Recommendation for Maintenance of Equipment