J061--Generator Maintenance

Scope of Work

Edward Hines Jr. VA hospital requires the services of a contractor to perform load bank testing, and maintenance for (20) generators. These generators provide backup power and have a direct impact on patient health and life safety throughout the Hines VA Campus. The Contractor shall furnish all labor, management, materials, equipment to perform preventive maintenance, inspection, calibration, testing and documentation for the generators listed on the equipment listing.

Place of Performance

Edward Hines Jr. VA hospital

5000 S. 5th Avenue,

Hines, Illinois 60141

Period of Performance

Base Year: September 1 ,2026 through August 31,2027

Option Year 1: September 1, 2027, through August 31, 2028

Option Year 2: September 1, 2028, through August 31, 2029

Option Year 3: September 1, 2029, through August 31, 2030

Option Year 4: September 1, 2030, through August 31, 2031

Schedule

Load Bank Testing shall be performed in September

Preventive Maintenance (PM) Level 1 shall be performed in January.

Preventive Maintenance (PM) Level 2 shall be performed in July.

Any deviations from this schedule shall only be made with prior approval from the Contracting Officer Representative (COR)

Description of Services

Load Bank Testing Specifications:

The generators shall be load tested using the following sequence:

Idle / No-Load Readings.

Baseline data recorded before applying load.

30% of Generator Load Rating for 30 minutes

50% of Generator Load Rating for next 30 minutes

75% of Generator Load Rating for 60 minutes (1 hour)

100% of Generator Load Rating for 60 minutes (1 hour)

Preventive Maintenance - Level 1

The Contractor shall perform:

Fuel System

Inspect main tank and day tank for leaks, level, condition

Drain water traps/separators

Inspect primary/secondary filters; clean primary filter

Check governor, controls, linkages, and oil level

Inspect fuel lines, brackets, and connections

Check fuel pressure gauge for correct operation

Cooling System

Inspect radiator/heat exchanger (leaks, debris, louvers)

Inspect coolant level and condition; test protection level

Inspect hoses and connections for deterioration

Inspect/lubricate fan pulleys, fan bearings; check clearance

Inspect fan belts (wear, tension)

Inspect jacket water heater and thermostat setting

Inspect water pump for leaks/noise

Air Induction & Exhaust

Inspect/clean primary & secondary air filters; reset indicators

Inspect air inlet piping, housings, gaskets

Inspect turbocharger (leaks, noise)

Inspect exhaust manifold (hardware, leakage, oil slobber)

Inspect muffler/silencer and piping for damage or corrosion

Lubrication System

Inspect oil level and contamination; inspect for leaks

Check oil pressure gauge for correct readings

Inspect pre lube pump

Inspect crankcase breather and hoses

Perform full oil analysis (wear metals, contaminants, debris)

Starting System

Inspect batteries (condition, leakage, terminals)

Check electrolyte level & specific gravity (if applicable)

Inspect battery charger, wiring, terminals

Inspect starting motor (connections, noise, operation)

Inspect alternator & drive components

Engine Monitors & Safety Controls

Test all engine safety devices (oil pressure, coolant temp, overspeed, over crank, etc.)

Test remote annunciators and local alarm systems

Generator & Electrical Components

Remove and inspect brushes, clean slip rings

Inspect space heaters for proper operation

Inspect control panel (manual/auto start, meters, adjustments)

Verify voltmeter and ammeter readings

Laboratory fuel sampling, including but not limited to:

Accelerated Aging

Suspended Particulates

Association for Material Protection and Performance (AMPP) Corrosion inspection

Organic Material

Water (suspended content)

Operational Test Requirements

Cold engine start observation

30 minute operating run

Monitoring for leaks, noise, vibration

Verification of all safety shutdowns

Recording of:

Amps

Volts

Oil pressure

Coolant temperature

Fuel pressure

Frequency

Real power (kW output)

Timing and functional verification of:

Signal delay

Engine start time

Load pickup

Automatic transfer switch (ATS) operation

Re transfer timing

Restoration to Service

Day Tank and Fuel System Functional Testing

Contractor shall conduct operational checks of the day tank, including:

Float switch operation

Transfer pump operation

Solenoid valve performance (if equipped)

Inspection of all fuel lines, hoses, connectors, and fittings for wear, corrosion, or leaks

Preventive Maintenance - Level 2

The Contractor shall perform:

Fuel System

Inspect main and day tank for leaks and fuel level

Drain water traps/separators

Inspect fuel lines, fittings, and brackets for leaks or looseness

Inspect governor oil level, linkages, and controls; add oil as needed

Inspect/clean primary and secondary fuel filters

Inspect fuel pressure gauge for correct operation

Inspect fuel condition for contaminants

Cooling System

Inspect radiator/heat exchanger for leaks, debris, damage

Verify louver operation

Inspect coolant level, rust, oil contamination, top off to maintain serviceable level

Check coolant conditioner concentration and freeze/boil protection

Inspect filler cap sealing surfaces and gasket

Inspect hoses for deterioration; tighten connections

Lube and inspect fan-drive bearings and pulleys

Inspect fan belts for wear; adjust tension

Verify jacket water heater operation and thermostat setting

Inspect water pump for leaks, noise, or malfunction

Air Induction & Exhaust System

Inspect and clean primary/secondary air filters; reset indicators.

Inspect air inlet piping, housings, seals, and gaskets

Inspect turbocharger for oil or exhaust leakage, check for abnormal noise

Inspect exhaust manifold for leakage, missing hardware, oil slobber

Inspect exhaust muffler and piping for corrosion or damage

Lube Oil System

Provide a full oil and filter change for all 20 generators during the base year.

Thereafter in the option years, change the oil filter every year and the oil every 250 hours or as needed based on the oil and filter inspection or the manufacturers requirements.

Inspect oil level and contamination, top off to maintain serviceable level

Inspect generator and engine for leaks

Inspect pre lube pump operation

Inspect gaskets and seals for deterioration

Inspect crankcase breather operation and blow-by condition

Perform full oil analysis (wear metals, contamination, debris)

Provide oil analysis results to VA with NFPA acceptable thresholds

Starting and Charging System

Inspect batteries for damage or leakage; clean/tighten terminals

Check battery electrolyte level and specific gravity (if applicable)

Inspect battery charger (operation, wiring, connections)

Inspect starting motor wiring and operation, check for abnormal noise

Inspect alternator condition, voltage output, belts, and pulleys

Engine Monitors & Safety Controls

Test all engine safety shutdowns (oil pressure, coolant temp, over crank, overspeed)

Inspect annunciators and remote alarm systems

Check gauge accuracy (oil pressure, temperature, alternator)

Generator & Mechanical Components

Remove and inspect brushes; clean slip rings; make adjustments

Lubricate generator rear bearing

Inspect vibration isolators for wear and adjust to manufacturers specifications

Control Panel & ATS

Test manual/auto start controls

Verify correct voltmeter readings (voltage level, gain, drop)

Test ammeter with baseline load and no load readings

Inspect circuit breakers for tightness and free movement

Inspect ATS mechanical and electrical condition

Operational Test to include at a minimum:

Cold start observation

30 minute operating run

Monitoring for abnormal vibration, leak, noise

Verification of safety shutdown devices

Documenting:

Amps & volts

Oil pressure

Water temperature

Fuel pressure

Frequency

Kilowatt output

Timing and verification of:

Signal delay

Engine start time

Load pickup

Automatic transfer

Load return (re transfer)

General Emergency Power Supply System (EPSS) Condition Assessment

During all PM 2 activities, the Contractor shall assess and document the overall condition of the EPSS including:

Vibration issues

Leaks (fuel, oil, coolant, exhaust)

Excessive temperature

Abnormal noises

Component wear, corrosion, or deterioration

Any condition that may indicate impending failure

Contractor shall restore generator and EPSS to automatic mode

Ensure all equipment is fully operational

Reports and Documentation

ESR (Engineering Service Report)

The ESR shall at a minimum include:

Building Number

Test Date

Start Time / Stop Time

Generator make, model, serial number

kW/kVA rating

Fuel type

Hours of operation

Location/Building number

ATS identifier (if tested)

Hour Meter Start / Hour Meter Finish

Engine Oil Pressure

Engine Water Temperature

Exhaust Gas Temperature (IR, pre turbo)

Frequency (Hz / cycles)

Voltage readings

Generator Loading (Amperage per phase)

Name and Signature of Technician

All completed inspection checklists

All measured data and test results

Photos or quantifiable evidence before and after repairs, when applicable

All identified deficiencies

List of required and recommended repairs with priority classifications

Itemized cost estimates

Complete PM 1 test data

ASTM laboratory fuel test results

Oil analysis report

A complete Load Bank ESR shall be submitted to the COR within 30 days of the test completion.

The contractor may create a customized ESR, but it must be approved by COR before implementation

The contractor shall document the services rendered on a legible, contractor service report and submit it to the COR for certification (signature)

A copy of the signed service report must be provided to the COR by the contractor at the time the service is provided.

If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).

Requirements and Qualifications

Contractor shall have knowledge of and ensure compliance with the current version of the following throughout all performance and reporting requirements.

Veteran Health Agency Directive 1028

NFPA 99 and NFPA 110

Joint Commission standards

local, state, and federal regulations

ASTM fuel testing standards

OEM guidance

VA Engineering policies

Facility Check In

Upon arrival at the Edward Hines Jr VA Hospital, the contractor shall be required to report when on-site and when services are completed with assigned shop.

Hours

The Contractor will coordinate and schedule all test(s) with Hines VA Engineering Department (1) week Prior to onsite visit. The Contractor is required to perform work and tests during normal work hours, Monday through Friday 7:00 am to 4:00 pm. CST.