Draft PWS for Sources Sought W912C320R0002, PM Emergency Generators, 10 Dec 2019.doc

Performance Work Statement (PWS)

Preventive Maintenance for Emergency Generators at Fort Buchanan, Puerto Rico

04/08/2019

Version 1.0

Vision Statement

Ensure Fort Buchanan's mission success by providing reliable and effective maintenance support to the emergency power generators.

1.0 Introduction. This is a non-personal services contract to provide Preventive Maintenance Services for Emergency Generators at Fort Buchanan, Puerto Rico. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the required maintenance at Fort Buchanan, Puerto Rico as defined in this Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The Contractor shall perform to the standards of this PWS.

1.1 Mission. The Directorate of Public Works (DPW) is responsible for maintenance and repairs of Real Property and to support and enhance quality of life of our soldiers their families, employees and tenant units in USAG-Fort Buchanan and USARCs Island wide.

1.2 Background. Fort Buchanan is a U.S. Army Reserve installation in Puerto Rico located in the Municipalities of Guaynabo and Bayamon, within the San Juan metropolitan area. It serves under direct control of the Installation Management Command, Atlantic Region. Its mission is to synchronize, integrate, and deliver installation services and facilities in support of Senior Commanders in order to enable a ready and resilient Army.

1.3 Scope. The Contractor shall perform these requirements in accordance with this PWS, manufacturer's manual, local, state, and federal laws and regulations, and United States Army regulations. In the event of conflict between regulatory guidance, the most stringent requirement shall apply.

2.0 General Requirements. This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer immediately.

2.1.2 Type of Contract. The Government will award a firm-fixed price contract.

2.1.3 Period of Performance. The period of performance for this effort will be a base year of 12 months from date of award and four (4) option periods of twelve (12) months each.

2.1.4 Location and Hours of Work. The Contractor shall perform maintenance services at Fort Buchanan during the core hours of operation from 7:00 AM 4:00 PM Monday through Friday. The exception are Federal holidays, Good Friday, and/or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. Overtime work is allowed, however, the Government will not cover these costs. The Contractor shall provide personnel support outside the normal hours of operation as required, including holidays, to support the Directorate of Public Works (DPW) Maintenance Division mission. Prior to performance of services outside the locally established hours of operation, the Contractor shall request and obtain, in writing, approval from the Contracting Officer. The Program/Project Manager or the Alternate Project Manager shall be available after normal duty hours to serve as the central point of contact for Contractor operations

2.1.5 Recognized Government Holidays. The Contractor is not required to work on the legal public holidays listed below. Holidays occurring on weekends will be observed as directed by the published Army calendar.

New Year’s:

Day 1 January

Martin Luther King Jr. Birthday:

3rd Monday in January

Washington’s Birthday:

3rd Monday in February

Good Friday:

Friday preceding Easter Sunday

Memorial Day:

Last Monday in May

Independence Day:

4th of July

Labor Day:

1st Monday in September

Columbus Day:

2nd Monday in October

Veterans Day:

11th of November

Thanksgiving Day:

4th Thursday in November

Christmas Day:

25 December

2.1.6 Medical Emergency Services. The Contractor shall make available competent personnel trained and capable of dealing with minor personnel injuries. The Contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment. In case of emergency the COR and/or the Contractor shall contact the Fire/Ambulance Service Emergency Number: (787) 707-5911. Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

2.2 Business Relations. The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. Within the bounds of acquisition policy, the Army intends to work to find solutions that will be beneficial to both the Government and its Contractors. For this reason Non Conformance Letters (NCRs) shall be issued to the contractor in addition to the CPARS documentation.

2.3 Contract Administration and Management

2.3.1 Post Award Conference/Performance Evaluation Meetings. Post Award Conference / Performance Evaluation Meetings. The Contractor shall attend the post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. The KO and Contracting Officers Representative (COR) shall meet periodically, quarterly as a minimum IAW AR 70-13, paragraph 4-4, b. (1), with the Contractor to review the Contractor's performance. Written minutes of such meetings will be recorded by the Contractor and signed by the Program/Project Manager and the Contracting Officer, or COR and distributed within five (5) workdays after the meeting. The Contractor may request a meeting with the Contracting Officer or COR when the Contractor believes such a meeting is necessary.

2.3.1.1 Performance/Progress Meetings will be held as necessary. There may be occasions when subsequent meetings will be called by either party to reconfirm mutual understandings and/or address deficiencies in the QC system or procedures which may require corrective action by the Contractor. The Contractor Representative shall meet with the COR and/or Contracting Officer (KO) as required. A mutual effort will be made to resolve all problems identified. The Contractor Representative and the COR shall sign the written minutes of these meetings.

2.3.2 Contract Administration. Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination between the Government and the Contractor.

2.3.2.1 The following provides the roles and their respective authority during the performance of the contract.

Contracting Officer: Paula Claudio / paula.claudio.civ@mail.mil / (787) 707-2487 Contract Specialist: Baryan Sierra / baryan.a.sierra.civ@mail.mil / (787) 707-3558 Contracting Officer's Representative: Jesus M. Galvez / jesus.m.galvezortiz.civ@mail.mil / (787) 707-2529 Technical Point of Contact (TPOC): Juan Gonzalez / juan.a.gonzalez-rosa.civ@mail.mil / (787) 707-3879

2.3.2.2 Contracting Officer (KO). The KO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely in the KO. In the event the Contractor effects any such change at the direction of any person other than the KO, the change will be considered to have been made without authority and solely at the risk of the Contractor. All contract administration will be effected by the KO. Communications pertaining to contractual administrative matters shall be addressed to the KO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the KO authorizing such changes.

2.3.2.3 Contracting Officer's Representative (COR). The KO shall designate contract level CORs during the term of this contract, under Defense Federal Acquisition Regulation Supplement (DFARS) clause 252.201-7000 "Contracting Officers Representative. The COR will provide assistance in identification and resolution of problems, conflicts in priority, subtask requirement definitions, and other operations type problems. The COR will perform in accordance with the responsibilities and duties identified in the Interim Army Contracting Command Contracting Officers Representative Policy Guide Pamphlet 70-1, (ACC PAM 70-1, dated 26 March 2010).

2.3.2.3.1 COR Authority. A letter of designation issued to the COR by the KO, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

2.3.2.3.2 COR Functions. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the KO and Contractor of any deficiencies; coordinate availability of Government-furnished property, and provide site entry of Contractor personnel.

2.3.2.3.3 SPM/JAM. The Surveillance and Management Performance Monitoring (SPM) and Joint Appointment Module (JAM) (https://wawf.eb.mil) will be used for nomination, tracking, documentation, and management of CORs.

2.3.3 Contractor Employees. The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work with a minimum of under/over employment of resources. The contractor shall ensure the labor categories as defined by the Department of Labor are aligned to those tasks delineated in this PWS. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.3.3.1 Key Personnel. The Government considers the following positions to be key personnel: Project Manager and Safety Manager. All key personnel shall have means of verbal communication and by e-mail with the COR. Key personnel and alternates must be able to communicate fluently in English both verbally and in writing.

2.3.3.2 Safety Manager. The Contractor shall designate an employee to manage the safety program as per EM 385-1-1, Safety and Health Requirements Manual, and AR 385-10, The Army Safety Program. This employee shall possess a certificate of 30-Hours of General Industry approved by OSHA.

2.3.3.3 The duties listed for PM can be combined with the duties outlined for Safety Manager.

The Power Systems Generator Mechanic must have certification as a Power Systems Generator mechanic with a minimum of 3 years of experience working on generator sets and associated equipment. They must have a thorough knowledge of the mechanical and electrical makeup and operation of powered support systems including their major mechanical, electrical, hydraulic, and pneumatic components, AC and DC electric power generation systems; combustion powered reciprocating engines; turbine engines; multi-drive gear units; pressure regulators; and electrical switching, harness wiring, and metering systems.

The Power Generation Operator must be able to troubleshoot and repair the following: diesel and gasoline engines (e.g., overhauling , or making less extensive repairs to larger, more complex engines); governing components for controlling, changing, or transferring speed and power; hydraulic and pneumatic systems and controls; turbine engines; combustion powered generators, or other comparably complex components; this includes ability to completely disassemble, reassemble, overhaul, and adjust to specifications.

The Project Manager, Safety Officer and Power Systems Generator Mechanic may be required to respond to after-hour calls and may be assigned to the First Response Hurricane Recovery Team and /or the Hurricane stay behind team. The contractor shall provide and maintain an emergency response phone number for contact after normal operating hours in the event of a power outage. All personnel designated to respond shall be fully trained in emergency actions and be knowledgeable of systems in order to restart, bypass, repair, or otherwise return systems to normal operations.

2.3.3.4 Contractor Identification. All contract personnel shall be identified as a Contractor, i.e., badge, company logo, or uniform. All contract personnel are required to identify themselves such that they avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all correspondence (documents, emails etc.) or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

2.3.3.5 Standards of Conduct. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractors employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances. The Contractor is responsible for ensuring that any Contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The Contractor shall remove, from the job site, any employee for reasons of misconduct or security. The Contractor shall ensure employee conduct complies with 41 U.S.C. 423 Procurement Integrity. The Contractor shall also ensure that no Contractor employees conduct political related activities or events on the installation.

2.4 Business Relations. NOT USED

2.5 Special Requirements.

2.5.1 Security.

2.5.1.1 Access and General Protection/Security Policy and Procedures. The Contractor and all associated subcontractors employees shall comply with applicable installation, facility, and area commander installation/facility access and local security policies and procedures (provided by a Government representative). The Contractor workforce must comply with all personal identity verification requirements as directed by DOD, Headquarters Department of the Army (HQDA), and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

2.5.1.2 Contractor personnel and property shall be subject to search and seizure upon entering and leaving the confines of Fort Buchanan. The Contractor shall be responsible for assuring that all personnel authorized to perform work under this contract obtain installation access as required. Before performance under this contract can begin, all Contractor employees shall complete and submit a DD Form 369, Police Record Check (latest version), with original signatures and a letter from the contractor listing all employees and the last four numbers of social security number for each to the Contracting Officer. This process historically takes 10 calendar days. This is being provided for the purpose of obtaining identification badges and access clearances to enter into the installation. Should the Force Protection Condition (FPCON) change, the government may require additional changes in contractor access. Government furnished badges shall be returned immediately to the government when an employees no longer perform work for the contractor or sub-contractor under this contract. New/replacement personnel shall obtain this same approval prior to the proposed new/replacement hire performing on the contract. The Contractor shall provide a current personnel roster listing all employees and the last four numbers of social security number for each to the Contracting Officer by the 1st day of each month thereafter. Contractor access to the post will be exclusively for work in connection with this contract.

2.5.2 Vehicle Registration / Operation. Contractor and employee owned motor vehicles entering Fort Buchanan shall have a valid license plate, valid liability insurance, and shall be registered with the vehicle registration section of the Provost Marshal Office on Fort Buchanan. Vehicles such as bicycles and mopeds entering Fort Buchanan shall also be registered with the vehicle registration section of the Provost Marshal Office. Vehicles shall be registered immediately upon contract award. License, registration, and insurance shall be maintained current during the time the vehicle is in use on the installations. Heavy equipment operators shall have a current Puerto Rico license in order to operate such equipment.

2.5.2.1 Contractor Vehicle Identification. Contractor owned vehicles used in the performance of services under this contract on the installation shall be marked with the contractor name.

2.5.3 Physical Security. The Contractor shall protect existing buildings, facilities, utilities, and equipment during working period and will be responsible for any damages resulting from operation and/or execution of this contract. The Contractor shall conduct his operations so as to cause the least possible interference with normal operations of the Government because the facilities (streets, driveways, and parking areas) will remain in operation during the entire maintenance period.

2.5.4 Security Training.

2.5.4.1 Antiterrorism (AT) Level I Training. Antiterrorism Level I Training (AT I). All Contractor employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within fifteen (15) calendar days after contract start date, or two (2) work days after new employee onboarding. Copies of certificates of completion for each Contractor employee and subcontractor employee shall be submitted to the COR within fifteen (15) calendar days after contract start date, or two (2) work days after new employee onboarding. The training shall be taken annually by all personnel. AT Level I Awareness training is available at the following website: https://atlevel1.dtic.mil/at.

2.5.4.2 iWatch Training. The Contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Anti-Terrorism Officer (ATO)). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 15 calendar days of contract award and within 2 calendar days of new employees commencing performance with the results reported to the COR not later than 15 calendar days after contract award.

2.5.4.3 Combating Trafficking in Persons (CTIP) Training. The Contractor shall ensure all personnel receive an annual awareness briefing or training on Combating Trafficking in Persons within fifteen (15) calendar days after contract start date, or two (2) calendar days after new employee onboarding. Proof that all personnel received CTIP awareness or training shall be made available to the Government within fifteen (15) calendar days after contract start date, or two (2) calendar days after new employee onboarding. The training shall be taken annually by all personnel.

2.5.5 Fraud, waste, and abuse. The Contractor shall be responsible for maintaining proper conduct and good discipline within Contractor occupied work area(s). Contractor personnel shall be encouraged to be alert to and report suspected situations of fraud, waste, and abuse, or other intentionally dishonest conduct against the Government observed during or in the performance of this contract. The contractor lines of communication are with the COR and the KO.

2.5.6 Existing Utility Systems. There are many underground utilities on Fort Buchanan that prohibit any excavation of soil (unless approved by the Directorate of Public Works, Engineering Division). In addition, there are above ground utility connections, wood and concrete poles, down guys, fire hydrants, manholes, water valves and transformer boxes that restrict free movement of equipment. Contractor shall take all necessary precautions to avoid damages to these utilities.

2.6 Fire Protection.

2.6.1 The Contractor shall comply with AR 420-1 Army Facilities Management Chapter 25 and the Fort Buchanan Fire Prevention Program for fire protection and fire prevention.

2.6.2 Documents. The Contractor shall obtain a copy of the Fire Prevention Program from the Fire Department Technical Services Branch and familiarize themselves with the provisions of this. Attention is specifically called to provisions relative to sprinkler systems, storage of combustibles, smoking regulations, welding and cutting.

2.6.3 Extinguishing Equipment. The Contractor shall furnish portable fire extinguishers as required to comply with the Fire Department instructions. Existing building extinguishers shall not be used to meet this requirement.

2.7. Safety. The contractor and its subcontractors shall comply with Public Law 91-596 (Occupational Safety and Health Act (OSHA)) and the Environmental, Safety, and Occupational Health (ESOH) (DODD 4715.1E). These requirements shall be incorporated into the contractor's safety and health program. The Department of Defense (DoD) participates in the OSHA Voluntary Protection Program (VPP). Contractor personnel performing services on a DoD installation shall participate in the local VPP. Information on the VPP is available at http://www.osha.gov/dcsp/vpp/index.html. In addition, the Contractor shall be responsible for ensuring adherence to all applicable Fort Buchanan, Puerto Rico, and federal rules and regulations.

2.7.1 Accident Reporting. The Contractor shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment. The Contractor shall report accidents immediately to the COR IAW the requirements indicated in AR 385-40, Accident Reporting and Records

2.7.1.1 Mishap Notification and Investigation: The contractor and its subcontractors (if applicable) shall promptly report pertinent facts regarding mishaps involving Government property damage or injury to Government personnel and to cooperate in any resulting safety investigation. The contractor shall notify (via telephone) the cognizant contracting officer, the contracting officer's representative, and/or other applicable members within four (4) hours of all mishaps or incidents. The Government person notified by the contractor will in-turn notify the Safety office. Contractor notifications made after duty hours shall be reported to the appropriate installation Command Post. If requested by the cognizant contracting officer, the contracting officer's representative, and/or the cognizant program manager, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records until released by the investigating safety office. If the Government investigates the mishap, the contractor and the subcontractors shall cooperate fully and assist the Government personnel until the investigation is completed.2.8 Safety. The Contractor shall safeguard and maintain all Government and Contractor property, as well as provide for the safety and well-being of personnel employed under this contract. The Contractor shall comply with EM-385-1-1, Safety And Health Requirements and AR 385-10, The Army Safety Program, all applicable Federal, Department of Army and Puerto Rico mandates and guidelines; and ensuring safe work and otherwise safe actions, behavior, and conduct of employees while at Fort Buchanan. It is preferred that the Contractor also have its employees complete the 10 Hour General Industry OSHA certification.

2.7.2 Accident Prevention Plan. The Contractor shall develop and implement an Accident Prevention Plan (APP) for its employees The Contractor shall submit the APP within fifteen (15) calendar days after contract award. Revisions shall be submitted five (5) calendar days prior to the effective date of change.

2.8 Environmental Requirements.

2.8.1 Environmental Protection Plan. The Contractor shall submit their Environmental Protection Plan for Government acceptance within fifteen (15) calendar days after contract award. This plan shall include processes and procedures the Contractor shall implement to comply with applicable laws and regulations, and to ensure adequate and continuing control of pollutants, wastes, and any other hazard to the environment including spills. Also included shall be a list of Federal, state, and local laws, regulations, and permits concerning environmental protection and pollution control that are applicable to the Contractor's proposed operations and the requirements imposed by those laws, regulations, and permits.

2.8.2 Environmental Compliance. The Contractor shall comply with all federal, state, local and installation environmental laws, rules and plans. The Contractor shall use and store all materials, chemicals, and equipment used in the performance of this contract with these applicable laws. The contract shall follow the Globally Harmonized System of Classification and Labeling of Chemicals (includes SDS requirements). The Contractor shall make all environmental and hazardous material records available, at the beginning of the next duty day after the Governments request to view the records.

2.8.3 Executive Order (EO) 13834, Efficient Federal Operations applies to this service. A copy of this EO can be found at https://www.federalregister.gov/documents/2018/05/22/2018-11101/efficient-federal-operations

2.8.4 Recycled Products. The Contractor is required to use recycled or recovered products unless they cannot be procured within a reasonable period of time; at reasonable prices; or the product(s) does not meet technical or performance standards. EPA Guidelines are the minimum requirement. The Contractor is encouraged to use other materials and products not listed but commonly used in industry. The Contractor shall maintain records and submit an annual report to the COR, along with the annual certification required by FAR 52.223-9 Certification and Estimate of Percentage of Recovered Material Content for EPA Designated Items, upon completion of the basic year and each option year.

2.8.5 Natural Resources.

2.8.5.1 The Contractor shall comply with the Fort Buchanan Integrated Natural Resources Management Plan (INRMP) dated June 2014. A copy of this plan will be provided to the Contractor.

2.8.5.2. Threatened and Endangered Species. There are two federally listed species within Fort Buchanan boundaries: the Puerto Rican Boa and the "Palo de Rosa. The Contractor shall follow the regulations in the INRMP and instructions by the Environmental Division Personnel in relation to these endangered species.

2.9 Record Keeping and Reporting. The Contractor shall maintain complete and accurate files of documentation, records and reports required under the terms of this contract. Files shall be made available to the Contracting Officer or designated representative upon request. All files will become property of the Government and shall be turned over to the Contracting Officer at the completion or termination of this contract.

2.10 Liability and Responsibility for Damaged Property.

2.10.1 Damage to Government Property. The Contractor shall be held responsible for cleaning up all spillage and/or leakage at no additional cost to the Government. The Contractor shall be held liable for damage or destruction of Government property (e.g. buildings, vehicles, sidewalks, fences, etc.) caused by the Contractor, Contractor personnel or representatives of the Contractor in the performance of services on this contract. The Contractor shall submit their damage report to the COR within 24 hours of damage and shall include the repairs and corrective action plan, as applicable. If the Contractor fails to take the required corrective action, the Government retains the right to exercise other rights or remedies available to the KO.

2.10.2 Damage to Privately-Owned Property. The Contractor shall be held liable for damage or destruction of privately owned property (e.g. privately owned vehicles), as defined in this PWS, caused by the Contractor, Contractor personnel or representatives of the Contractor in the performance of services in this contract. The Contractor shall take corrective action within 5 working days to repair damages or replace destroyed property. Contractor will purchase and maintain at all times a general third-party liability insurance policy of not less than $500,000 per event coverage.

2.10.3 Damage Reports. The Contractor shall submit a damage reports to the Contracting Officer and designated representative within 24 hours of damage or destruction to Government property or privately owned property caused by the Contractor, Contractor personnel or representatives of the Contractor. The damage report shall detail the facts and the extent of damages or destruction and the corrective action taken by the Contractor to repair damages or replace destroyed property.

2.11 Contractor Manpower Reporting. The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of the Army via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on "Department of the Army CMRA or the icon of the DoD organization that is receiving or benefitting from the contracted services.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2019. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil. Contractors may direct questions to the help desk by clicking on "Send an email which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Components CMR website at http://www.ecmra.mil. As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.

3.0 Performance Requirements. The following section specifies the Performance Objectives and Performance Elements for the contract. For routine and annual services, the contractor shall use a combination of applicable manufacturers’ manuals, UFC 3-540-07, Operation and Maintenance Generators and NFPA 110, Standards for Emergency and Standby Power Systems. The most stringent requirement shall apply. Reference to standard specifications of any technical society, organization, or association, or to codes, manuals or regulations of Federal, State, or local, authorities shall mean the latest standard, code, manual, regulation, specification, or tentative specification adopted and published at least 30 days prior to submittal of proposals, unless specifically stated otherwise.

3.1 Periodic Maintenance. The Contractor shall provide periodic maintenance to all emergency generators listed in Technical Exhibit (TE) 1. The Contractor shall refer to manufacturers’ manuals for maintenance and repair requirements, frequencies, and consumables specifications.

3.1.1 General inspection. Inspect the generator for proper operation and identify any mechanical problems that could create an unsafe and/or hazardous condition.

3.1.1.1 Exhaust System. Check the entire exhaust system, to include the exhaust manifold, muffler, and exhaust pipe. Check for leaks at all connections, welds, gaskets and joints, and ensure that the exhaust pipes are not heating surrounding areas excessively. All turbo charger assemblies (where installed) should be inspected for proper operation to ensure the absence of oil leaks and undue noise while under load to indicate malfunctions. Mufflers (where installed) shall be inspected for serviceability, security and corrosion. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

3.1.1.2 Fuel System. All generators shall be inspected for fuel leaks, seeps, security, and corrosion. Integral fuel tanks shall be inspected for security of attachment. Fuel tank lids, caps and vents shall be inspected for proper fit and functionality, and any evidence of excessive wear and/or corrosion. Check for fuel oil components such as fuel hose, fuel pipes, fuel filters, injector pumps, etc. If damages to these components are encountered, replace following the instructions provided by the manufacturer. Make sure the lines are not rubbing against anything that could cause an eventual failure. Supply and return lines shall be checked to ensure they are not unduly lengthy, but if found to be so, the contractor shall adjust to a suitable length. All minor discrepancies shall be corrected immediately to MFR’s specifications to ensure system remains in serviceable condition.

3.1.1.2.1 Drain fuel filters at the interval indicated by the manufacturer.

3.1.1.2.2 Inspect and clean fuel systems. Remove contaminants such as dirt and sediments from tanks storing fuel to ensure proper engine operation.

3.1.1.2.3 Sample fuel from the fuel tank to detect the presence of water. Remove water accumulation from storage fuel tanks with the provision and use of drain valves.

3.1.1.2.4 During maintenance, observe gauges and safety mechanisms and check fuel and temperature gauges to ensure proper operation. Check for accuracy on fuel level gauges and repair gauges as required.

3.1.1.2.5 Check the proper levels of fuel additives in the system. Add as required.

3.1.1.2.6 Fuel Pumps. Fuel pumps must be cleaned by removing contaminants such as dirt, sand and water.

3.1.1.2.7 Fuel Indicator System. Fuel Indicator Systems and sending units shall be inspected for security of attachment to ensure that (1) the glass is not leaking, (2) all wiring is serviceable (not frayed or chaffing), and (3) the gauge is providing the proper reading. The sending units shall be inspected to ensure that they are securely mounted, with all electrical connections tight, the wiring is not chaffed or frayed, and the sending unit is providing the proper signal. If the fuel gauge is of the float type, gauge shall be inspected for security to ensure that the glass is not leaking, that the float has the full range of travel and the gauge is providing the correct reading. All minor discrepancies shall be corrected immediately to manufacturer’s specifications to ensure the system remains in serviceable condition.

3.1.2 Generator Cooling System. All generators shall be inspected for damage, leaks, seeps, and serviceability of the fan, radiator, hoses, water pump, thermostat, coolant overflow tanks, radiator cap, and associated hardware. The radiator shall be inspected for full flow through operation to ensure that the vents and vanes are not bent, clogged or otherwise damaged and the radiator cap is serviceable. The hoses shall be inspected for breakdown, weather cracking, and damage that may affect serviceability. The thermostat shall function in accordance with manufacturer’s specifications. All coolant shall be tested during the Annual Load Test, and coolant filters will be replaced as per manufacturer’s specifications. The radiator coolant level shall be filled to manufacturer’s specifications with the proper coolant/antifreeze and water mix.

3.1.2.1 Clean the cooling system whenever the coolant is drained. Refer to the engine manufacturer’s literature for instructions. If any part of the system is rusted or partially clogged, it is necessary to use cooling system cleaning compound and conditioner, stock number 6850-00-598-7328. Do not use the compound as a routine maintenance procedure. Instructions for using the compound are included with it.

3.1.2. Coolant Pumps. Inspect and maintain coolant pumps in accordance with the manufacturer's recommended maintenance schedule.

3.1.3 Fluid Checkup and refilling. Monitor fluids levels in a monthly basis. Add fluids as required.

3.1.3.1 Ensure generator oil levels comply with the indications presented on the manufacturer instruction manual to keep the generator in good performance. Test the oil quality to determine oil level, conditioning or replacement.

3.1.3.2 Check for oil leaks and follow the instructions of the manufacturer if oil leaks are encountered.

3.1.4 Fuse. Check generator fuses. Renew any blown fuses. Check and repair as required.

3.1.5 Air Intake/Ventilation Systems. Check for obstructions to cooling air lines or paths. Check for deterioration of cooling air ducts. Check for dust and dirt of cooling air ducts. Check for loose or misaligned airlines connections. All minor discrepancies shall be corrected immediately (within 48-hours) to manufacturer’s specifications to ensure system remains in serviceable condition.

3.1.5.1 Air. Filter. Air filter will be replaced as per manufacturer's specifications.

3.1.5.2 Unlined Expansion Joints. Inspect unlined expansion joint belts for cuts, worn sections and cracks. Replace belts that are excessively worn and have cracks. Repair or replace belts with cuts per manufacturer’s instructions. Inspect backing bars, mating flanges and hardware for corrosion. Refer to manufacturer instructions for corrosion repair. Check fastener torque and re-torque to manufacturer recommendations as appropriate.

3.1.5.3 Unlined Duct. Clean duct and check for corrosion and signs of water and air leakage. For paint, corrosion repair, and gasket replacement refer to manufacturer instructions.

3.1.5.4 Silencer Duct. Clean duct and check for corrosion and signs of water and air leakage. For paint, corrosion repair and gasket replacement, refer to manufacturer instructions. Check acoustic insulation lining for water damage, corrosion, and cracking. For repair, refer to manufacturer’s instructions.

3.1.6 Electrical System. All generators control circuit systems shall be inspected to ensure all control devices, rheostats, variable capacitors/resistors, switches and such are fully functional and adjustable through a full range of manufacturer’s specifications. All wiring and terminals shall be checked for corrosion and security. All knobs and handles shall be checked for security and serviceability. Ignition keys and ignition switches shall be inspected for corrosion and serviceability. All wiring and terminals shall be inspected for security and serviceability. The phase selector switch (where available) shall be inspected for serviceability, security, and functionality. The generator shall be tested for output from all phase variables. All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to manufacturer’s specifications to ensure system remains in serviceable condition.

3.1.6.1 DC Electrical System. Check circuit breakers and exercise breakers. Check wiring for loose connections and perform an insulation test of all wiring.

3.1.6.1.1 Generator Battery, Battery Box and Charging System. Only sealed (spill-proof), Gel type or AGM batteries are to be installed in FEMA generators. Any lead acid type batteries shall be replaced by the contractor with a FEMA approved Gel type battery. Installed batteries shall be inspected for security, corrosion, and connection. Batteries shall be load-tested to ensure viability and nominal functionality that they do not leak, and are of the proper ampere rating for the generator into which they are installed. The battery, battery box, and hold down clamps shall be properly installed and checked to ensure the battery is securely anchored. All cables shall be inspected for security, chaffing, weather cracks, and other damage that may affect serviceability. Battery terminals shall be inspected for corrosion buildup and cleaned as required. All battery charging systems shall be visually inspected for frayed, loose, corroded or damaged wiring, and hardware. This is to include fuses, alternators, bridge rectifier assemblies, and reverse current relays. After each maintenance service is completed; all battery terminals will be covered with a plastic/rubber material to prevent accidental contact with any metal objects. Any generator that is identified as not having battery quick disconnects will have them installed under this contract. All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected to manufacturer’s specifications to ensure system is in serviceable condition. Defective batteries shall be replaced immediately upon discovery of defects.

3.1.6.1.2 Test Batteries. Check the output voltage of the batteries with an approved testing meter to determine their ability to deliver and maintain adequate starting power.

3.1.6.1.3 Check Specific Gravity. Check the specific gravity of the electrolyte in each battery cell. A fully charged battery will have a specific gravity of 1.260. Charge the battery as required.

3.1.6.1.4 Check Electrolyte Level. Check the level of the electrolyte in the batteries as recommended by the manufacturer. If low, fill the battery cells to the bottom of the filler neck with distilled water. Ensure cells caps are securely set.

3.1.6.2 AC Electrical System. Check relays and cable as scheduled, and perform cable testing on medium voltage cables as indicated by the manufacturer.

3.1.6.2.1 Voltage Regulator. Follow manufacturer’s instructions for maintenance of voltage regulators.

3.1.6.2.2 Control Panel. Open up the control panels, look for corrosion, dust, and perform an IR scan of the inner equipment. Clean where necessary. Ensure the control system is logging data (where required).

3.1.6.2.3 Switch Gear. The Contractor shall check for switchgear conditions causing carbon tracks. Check for damaged barriers and shutters. Perform insulation resistance tests (phase-phase & phase-ground) with the use of a megohmmeter. Check for discoloration of circuit breaker conductors providing indication of overheating. Test circuit breaker contacts for opening and closing sequences. Test for alarm condition activation of switchgear alarms (if equipped). All minor discrepancies shall be corrected to manufacturer’s specifications to ensure system is in serviceable condition.

3.1.7 Generator Set Exercise. Exercise the generator set as per the manufacturer's recommendations. At no time shall the generator be allowed to run out of fuel while in operation during Run-Ups or annual Load Tests. Generators damaged as a result of running out of fuel (during run-ups or annual load tests) shall be the responsibility of the Contractor and shall be repaired or replaced at the Contractor’s expense.

3.1.8 Automatic Transfer Switch (ATS). Transfer switches shall be subjected to a maintenance and testing program that includes all of the following operations: checking of connections, inspection or testing for evidence of overheating and excessive contact erosion, removal of dust and dirt, and/or replacement of contact when required. In addition, the Contractor shall inspect, operate, and lubricate mechanical linkages, verify mechanical interlocks operation, test switch performance and operation by manually initiating transfers in both directions, and verify correct indication light operation. All minor discrepancies shall be corrected to manufacturer’s specifications to ensure system is in serviceable condition.

3.1.9 Generator Electrical Power Production System. All generators shall be inspected to ensure that the generator assembly is securely mounted to the power plant (engine) or the unit’s power takeoff section. The commutation, slip rings, and brushes shall be inspected cleaned and adjusted where required. All cables, leads and wiring shall be inspected for serviceability to include chaffing, weather cracking and security. Electrical tape is not an acceptable repair for any repairs of damaged wire or cables. Shrink tubing is the only acceptable shield repair for damaged wires or cables. Terminals shall be inspected for security and corrosion. Voltage regulators (where included) shall operate in accordance with manufacturer’s specifications. All other hardware shall be inspected for security and serviceability. All minor discrepancies shall be corrected immediately to manufacturer’s specifications to ensure system remains in serviceable condition.

3.1.10 Generator Gauges and Meters. All generator gauges and meters shall be inspected for serviceability, corrosion, and security. All gauges/meters shall be readable, properly calibrated and their faces should be free of cracks and brakes. All wires and terminals shall be inspected for security, chaffing, weather cracking, fraying and corrosion. All gauges and meters shall be functional. This is to include the following, when installed by MFR:

a. Voltmeter or gauge

b. Ammeter or gauge

c. Frequency meter (Hertz meter)

d. Run Hour meter

e. Phase indicator

f. Fuel level indicator (if installed)

g. Oil pressure gauge or meter

h. Engine coolant temperature gauge

i. Battery charging system meter (voltage or current)

All other hardware shall be inspected for security and serviceability. All minor discrepancies and repairs shall be corrected immediately (within 48 hours) to MFR’s specifications to ensure system remains in serviceable condition. All gauges/meters shall be read during routine maintenance.

3.1.11 The Contractor shall inspect all generators for cracks, dents, serviceable motor mounts, corrosion, mildew, and other damage that may affect serviceability.

3.1.12 Structures and Enclosures. The contractor shall remove any noted corrosion damage to base metal, primed and painted with the same paint as originally recommended by the manufacturer.

3.1.12.1 Doors and Panels. The Contractor shall ensure that all doors and panels (safety panels) close properly and all latches and catches function correctly.

3.1.13 Tie-downs. The Contractor shall ensure all associated hardware, lifting, and securing devices are installed properly and functional.

3.1.14 Ancillary Components. The Contractor shall inspect all ancillary, integrated trailers and fuel tanks to insure full functionality (no broken wood or other hanging materials or loose hardware).

3.1.15 Other Hardware. The Contractor shall inspect all other hardware for security and serviceability. All minor discrepancies shall be corrected on-the-spot to manufacturer’s specifications to ensure system remains in serviceable condition. In those cases where corrections cannot be accomplished without delay, the contractor shall notify the COR immediately.

3.2 Annual Maintenance Service. The Contractor shall provide annual service to all emergency generators listed in Technical Exhibit (TE) 1. Annual service includes calibrations of all generator operating accessories to include fuel day tank, pumps, heater, water separator, main fuel tank, pipes.

3.2.1 Replace belts and hoses as per manufacturer's recommendations, but at a minimum once a year (whichever occurs first).

3.2.2 Lubricating System. Replace/change oil and oil-filter as per manufacturer's recommendation or every 250 hours of operation (whichever comes first). Upon completion of all oil/lubrication changes the Contractor shall annotate the last date of the oil/lubrication change and hour meter reading by highlighting the information on the filter or component. After the filters are changed, all generators shall be run for 20 minutes to ensure there are no leaks in the oil or fuel filter systems.