STATEMENT OF WORK FOR GENERATOR MAINTENANCE 2023.1702581908841.docx

Cohen building Board of Broadcasting Governors (BBG) 330 Independence Ave. SW Room 4616 Washington, DC. 20237 POC Dijon Doy 202-920-2121 ddoy@usagm.gov

STATEMENT OF WORK FOR GENERATOR MAINTENANCE

Back ground:

The Cohen Office building is a secure federal office building. This generator maintenance is supporting the mission critical operations for the United States Agency for Global Media (USAGM) mission critical HVAC, studios, IT sever rooms and related offices. USAGM is a worldwide 24/7 radio, TV and internet broadcast operation. The emergency power generators are paramount to providing un interrupted power for HVAC and mission critical equipment to support programming in the event of a commercial power outage.

C.1 Purpose Perform monthly inspections, maintenance and repairs on two agency generators and related components to ensure that the emergency power is available and reliable.

C.2 Scope The scope of this effort shall include a program of preventive and remedial maintenance for the two Caterpillar (CAT) generators and 11 Automatic transfer switches. All service, inspection, and testing requirement shall be completed per industries standards and this scope of work. The scope shall also include 11 minor preventive maintenance inspections and one major Generator preventive maintenance visit done upon awarding the contract.

C.2.a. Preventive Maintenance Service- Provide all preventive maintenance service per manufacturer maintenance manuals to ensure reliable, safe and continuous operation of all system component in accordance with NFPA 110 2016 Code book. All preventive maintenance and operating service shall be completed on the first week of every month unless otherwise rescheduled by the government.

Monthly Preventive Inspections During the monthly preventive maintenance Inspections, the following systems will be inspected on both of the generators.

Cooling System

· Visual inspection of radiator or heat exchanger for leaks, damages and obstructions

· Check coolant level and replenish as required ( up to 100 gallons a year)

· Test coolant for coolant concentrations and PH values

· Check water jacket heater for proper operation and adjust thermostat setting as needed

· Inspect conditions of radiator cap, gasket and sealing surface

· Visual inspection of water pump and cooling system gaskets for leaks

· Check belts tension and inspect for cracking and fraying.

· Inspect pulleys for excessive wear and lubricate hub bearings as needed

· Inspect flexible water connections for cracking, leaks, and pliability

· Tighten hose clamps as needed

· Lube motor and fan bearings Lubrication system

· Check oil level, replenish as required ( up to 100 gallons a year)

· Check for excessive crankcase blow-by with unit running

· Visual inspection of front and rear crankshaft seals and lubrication system gaskets for leaks

· Inspect oil hose and connections

· Check Oil Heater operation Fuel System-Diesel

· Inspect flexible fuel lines for cracking, leaks and pliability

· Check day tank/base tank level

· Test day tank pump for proper operation

· Operate fuel priming pump, check for proper operation and leaks

· Drain water from water separators (Racor filters)

· Replace one RACOR filter on GEN 1 annually.

· Check fuel system for leaks

· Check electronic governor connections and actuator

· Inspect steel fuel lines for cracks, leaks and proper line support

· Test fuel polisher effectiveness by testing the fuel for water twice per year.

Exhaust system

· Inspect flexible exhaust coupling for cracks, excessive leakage, broken or missing hardware

· Inspect exterior of exhaust manifolds for oil/fuel slobbering (signs of wet stacking)

· Inspect exhaust rain protection and exhaust outlet screening Control Panel

· Operational check of illumination and safety lamps

· Check electronic control panels for fault codes, notify customer of any discrepancies

· Check proper operation of instruments with unit running

· Adjust governor control for optimum performance and frequency

· Adjust voltage regulator for proper voltage

· Inspect for excessive dirt accumulation and clean as needed

· Test emergency stop Inspection (while running)

· Walk around inspection of complete installation

· Inspect generator set vibrations isolators

· Check for abnormal noise or vibrations

· Re-check for oil and coolant leaks while unit is running

· Check for proper operation of remote fan motors, thermostats, circulating pumps, and solenoid valves

· Check inlet and discharge louvers for proper operation with unit running and stopped

· Test run load bank.

Upon Completion of service

· Reset all controls to automatic

· Set circuit breaker to correct position

· Check that the battery charger is on

· Check that the day tank controls are on

· Check that the louver controls are on

· Wipe down both generators Preventive Maintenance Visit During the annual preventive maintenance visit, the vendor will also perform the following:

· Change unit oil and filters, take oil sample for analysis. Provide report of the analysis.

· Change and supply primary and secondary fuel filters

· Properly dispose of waste oil and filters

· Lubricate fan drive if accessible

· Lubricate governor linkage

· Replace inlet filter for day tank

· Replace and supply 4- air filter

· Replace Canister filter CCV 8000

· Replace and supply 5 Racor filters

Simplex Fuel Polisher

· Check for proper operation and programming

· Replace and supply the filters on the Simplex Fuel Polisher filtration unit (3)

· Clean the strainer on the Simplex Fuel polisher

· Inspect the fill cap seal and tank vent

· Check the tank fuel level

· Check the fuel gauge for proper operation

· Inspect the 5000 gallon above ground tank, day tank and all piping systems for leaks.

C.2.b. Quarterly Automatic Transfer Switch Maintenance. Perform maintenance on 11-ATS. The maintenance includes an infrared scan of all 11-ATS. Perform a scheduled “after hours” test on the switches simulating a real failure of commercial power and transfer the load to the EPS yearly. Return all 11 ATS back to normal operating conditions. Additionally perform a dry test 3 times per year “exercise the transfer mechanism without cutting off commercial power” to ensure that the ATS switches will transfer into emergency power mode. This can be done during hours.

C.3 Schedule Work can be carried out during the business hours of Monday-Friday 07:00am-4:00pm. All schedules must be approved by the Federal Government and are subject to change with no back charge to the Federal Government. The Federal Government reserves the right to cancel work if services will be disrupted. Base year plus four (4) option years.

C.4 Deliverables CLIN 1 – 12 monthly Preventive Maintenance Inspections per generator. – 1 major pm & 11 minor pm inspections ** First visit of the contract shall be the “major” Preventive Maintenance Visit.] Provide 12 month price for both generators. $ CLIN 2—Provide hourly labor rate for up to 40 hours of labor for trouble calls and repairs during normal business hours of 07:00am-4:00pm – * Each call allows up to 2 hours of travel time.

Provide hourly rate - $ x 40 hrs.

CLIN 3 – Provide hourly labor rate for up to 40 hours of labor for trouble calls and repairs after hours 4pm – 7am M-Sat.– * Each call allows up to 2 hours of travel time.

Provide hourly rate - $ x 40 hrs.

CLIN 4 – Provide hourly labor rate for up to 40 hours of labor for trouble calls and repairs Sun & Holidays. * Each call allows up to 2 hours of travel time.

Provide hourly rate - $ x 40 hrs.

CLIN 5 – Quarterly maintenance visits on 11 Automatic Transfer Switches (ATS).

Provide Quarterly price - $ CLIN 6—This line item will provide $7000 in Govt. funding for repair parts. For the purpose of purchasing replacement parts from the vendor for incidental failures to the equipment listed in the scope that may occur during the contract year.

CLIN 7—Provide monthly system maintenance for the existing CAT remote monitoring system. Each month the contractor shall verify the product link cellular signal strength for data transmission.

Provide 12 month price $

CLIN 8— Base year only – Replace 165 gallons coolant in Gen 2. Drain & properly dispose of old coolant per EPA guidelines. Fill cooling system with 10% glycol mixture, run engine under load for 90 minutes, add cleaner solution, flush system. Drain and refill with new “Cat extended life coolant/anti-freeze solution. Provide price $

D.1 Government Personnel Government personnel will assist with required site walk through D.2 Contractor Personnel Due to the nature of the work, the contractor shall be a factory certified Caterpillar (CAT) service & repair contractor/vendor. They shall have personnel with a minimum level of Journeyman and diesel mechanic with a minimum of 6 years’ experience and 240 hours of training. All work shall be carried out using safe work practices as required by OSHA, NFPA, EPA and NEC national codes. The contractor is responsible for the safety of its employees.

D.3 Contractor Requirements It is the contractor’s responsibility to survey the work site and be able to carry out the work in an environmentally safe way and to stay in compliance with OSHA, NFPA, EPA and NEC national codes regulations. A walk through of the work site is required to bid on the work. All bids must be fixed priced.

**Spill plan – The vendor shall submit a fuel spill plan along with their quote. This is a screen out, if a spill plan is not submitted, the quote is unacceptable to the Government and it will not be considered.

The contractor is responcible for fuel spills that they cause, it will be their responsibility to remediate and have clean up personnel on site ASAP. The Government will not incur any clean-up costs for fuel spills that are caused by the contractor.

D.4 Job Site Access Restricted access 24/7, escort is required. Maintenance will be scheduled between Monday – Friday 07:00am-4:00pm. All other work requires two week notice and must be schedule with COR.

E.1 Additional Information

a. The contractor shall notify the COR/POC of all scheduled site visits to perform the work, 24 hours in advance via E-mail.

b. The government will not provide space for storing contractor-furnished equipment, materials, parts and supplies.

c. Contractor shall immediately orally inform the COR/POC of any unsafe or hazardous conditions. Also, the contractor shall orally inform the COR of any type of injuries, illness, necessity of first aid, limited duty, loss of time or fatalities sustained by a contractor employee and arising out of and in the course of his/her employment. A detailed written report required within 24 hours of any of the reported conditions identified in the section.

d. Equipment List

F.1 Constraints

a) The Contractor shall perform all repairs and demolition under this contract in accordance with all applicable Federal Laws and Regulation, commercial practices and all original manufacturer’s specifications.

b) Unless otherwise specifically approved by the COR in writing, only NEW PARTS and materials shall be used in performance of work under this contract.

c) The Contractor shall notify the COR in writing of any work which the Contractor believes cannot be completed under the terms and conditions of this contract. In such cases, the Contractor shall provide an itemized cost proposal to include labor, parts, materials and supervision.

F.2 Reports All reports, papers, and documentation shall be delivered in Microsoft Word or Excel format. The Contractor shall provide the Contracting Officer with a written one year parts and labor warranty on new parts and workmanship.

F.3 CAR 1352.246-70 Inspection and Acceptance The Contracting Officer or COR will perform inspection and acceptance of supplies and services to be provided under this contract.

Inspection and acceptance will be performed at:

Cohen Building Board of Broadcasting Governors 330 C Street SW Room 4616 Washington, DC 20237

The government will evaluate the Contractor’s performance in accordance with the following standards.

SERVICE

CATEGORY

STANDARDS

FREQUENCY

SCHEDULED

MAINTENANCE

PREVENTIVE

MAINTENANCE

UNSCHEDULED

MAINTENANCE

COMPLETION

G.1 Place of Performance The work required shall be performed at the following location:

Cohen Building Board of Broadcasting Governors 330 C Street SW Washington, DC 20237

The responsibilities and limitations of the COR are as follow:

a) The COR is responsible for the technical aspects of the project and serves as technical liaison with the contractor. The COR is also responsible for the final inspection and acceptance of all reports and such other responsibilities as may be specified in the contract.

b) The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes, which affect the Contract price, terms or conditions. Any Contractor request for changes shall be referred to the Contracting Office directly or through COR. No such changes shall be made without the expressed prior authorization of the Contracting Officer. The COR may designate assistant COR(s) to act for the COR by naming such assistant(s) in writing and transmitting a copy of such designation though the Contracting Officer to the Contractor.