Preventative Maintenance on Generators

Added: Sep 14, 2016 8:44 am Modified: Sep 14, 2016 11:20 amTrack Changes STATEMENT OF WORK



1. SCOPE.

The intent of this Contract is for the vendor to perform scheduled preventative maintenance and as needed Emergency and non-emergent repairs to the listed Emergency Electrical Generators at both the West Haven and Newington Connecticut campuses. This Contract does not guarantee the vendor the exclusive right to make any and all repairs. The VA retains the right to obtain emergent and non-emergent repairs from other sources.

Contractor shall maintain in good operating condition the generators listed in the contract, Schedule A / Schedule B. The equipment is located at the VA Connecticut Healthcare System 950 Campbell Ave. West Haven CT 06516 and additionally 555 Willard Ave. Newington, CT 06111. All Preventative Maintenance and Repairs will be coordinated through the COR assigned by the VA for both the West Haven and Newington Campus.



2. DESCRIPTION OF SERVICES.



2.1. COMPLIANCE. The contractor shall be fully responsible for compliance with all VA, local, state, and Federal environmental/occupational safety laws, rules and regulations. The contractor shall follow life and safety codes, and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working processes; example: lockout/tag out.



2.2. WORKING HOURS. Preventive maintenance work shall be performed on weekdays, excluding Federal holidays, during the hospital's regular weekday working hours of 7:30 a.m. - 4:00 p.m. Federal holidays observed may be exchanged for contractor observed day, only on a one-for-one basis, requested by the contractor and subject to approval by the Contracting Officer.



2.3 SERVICE CALLS, NOTIFICATION AND RESPONSE TIME. The contractor must provide an emergency telephone number for purposes of accepting service calls, available 24 hours a day, 7 days a week, an answering machine is not acceptable. Facilities Management Service (FMS) will notify the contractor of equipment malfunction, the nature of the malfunction, and the availability of the equipment. The contractor shall be on-site to make repairs within Two Hours of the originating call. The contractor shall restore the equipment to full performance within 24 hours of the originating call and/or have the capability to provide a portable emergency generator of equal capacity. Charges to the VA for generator rental shall originate only upon prior approval being granted by the Contracting Officer, (CO) or their designee, an estimate of a Rental charge shall be included with the bid.



2.4. MAINTENANCE PARTS. The firm-fixed price does include any/all required oil filters, air filters, water filters, lubricants additives, shop towels and the like required for proper preventative maintenance. Full performance is defined as; all defective parts have been replaced with parts will be original OEM parts to meet the manufacturer's original performance specifications or latest up-grade as per the manufacturer. The contractor is responsible to have in-stock or have the ability to provide all necessary parts, components, assemblies, modules and equipment to restore any malfunctioning equipment to full performance within 24 hours of the originating call or provide a rental portable emergency generator of equal capacity to stand by until the above conditions are met. The contractor shall supply and bear the cost of all parts, lubricants, cleaning supplies and tools required for preventive maintenance and, as a result of normal wear and tear, restore equipment to full performance. NOTE: Parts, considered to be the manufacturer's recommended parts, are to be replaced in the course of a recommended preventive maintenance inspection. All parts shall meet the original manufacturer's design specification. Lubricants shall meet manufacturer's specifications and have prior VA approval for use. Contractor shall turn over to the VA all non-repairable parts. The contractor may keep all repairable components. Any reconditioned components utilized to make repairs must meet manufacturer's specifications, be noted on the service slip and have a 1 year parts and labor warranty. Use of a reconditioned part may only be used with the concurrence and approval of the Veteran's Administration.



2.5. CONFIRMATION OF REPAIR WORK. All completed repairs must be confirmed and approved by FMS, during regular hospital working hours, 7:30 A.M. - 4:00 P.M., Monday through Friday excluding Federal Holidays. After regular working hours, weekends, and holidays, the COR may approve equipment available for use after repairs have been made. The COR will confirm and approve all after-hour emergency repairs during the next normal working day.



2.6. MAINTENANCE, INSPECTIONS, AND TESTS. Inspections will be scheduled during the timeframe of February - April and September - November of the contract year. Prior to scheduled month of service, the contractor will provide the CO / COR a schedule of the weekdays this service is to be performed, for his approval. The CO / COR shall have the authority to reschedule this service within twenty-four (24) hours of scheduled time due to emergency and/or prior weather situations. Contractor shall perform the required Preventative Maintenance Services as determined by the Manufacturers current requirements and inspect, adjust, lubricate, clean, repair and test all diesel generators and their associated equipment to ensure safe reliable service within all tolerances as required by manufacturer's specifications. All parts used shall be of the original manufacturer's design and specification or equal thereto. All malfunctioning parts shall be replaced immediately to prevent undue down time and to ensure safe operation. NOTE: Upon discovery of malfunctioning part, the CO / COR or their designee shall be immediately notified for approval of repairs.

Contractor is to conduct an Annual Facility Wide test to be scheduled during the timeframe which will occur accordingly to the VA's requirements.

West Haven VA: normally the Third Sunday of October between the hours of 7:00am - 11:00am, this date may change due to any and all needs of the VA, if changed advanced notice will be given to the Contractor. Contractor will provide (2) Technicians with separate vehicles that will stay on station the whole test for support and operation of Emergency Generators.

Newington VA: normally during the month of September between the hours of 7:00am - 11:00am on a weekend, this date may change due to any and all needs of the VA, if changed advanced notice will be given to the Contractor. Contractor will provide (2) Technicians with separate vehicles that will stay on station the whole test for support and operation of Emergency Generators.

For the contract base year, this period shall be 4 hours.

Additionally there will be testing of Generators that do not meet the required minimum 30% required load per the NFPA, these generators will be scheduled to be tested accordingly during the Month of October, this will be during the weekends at both Campuses and coordinated between the Contractor and the COR. Annual load bank testing shall include 30 minutes at 30%, 30 minutes at 50%, and 60 minutes at 75%. Testing to include load bank equipment, hookup, testing and a full report of test must be submitted to the COR within 5 days of completion of test. Any discrepancies to be noted on test report with recommendations.



2.7. PREVENTIVE MAINTENANCE SERVICE. Annual and semi-annual preventive maintenance shall be performed per manufacturer's recommendations, VA Specifications and requirements and shall meet applicable NFPA 110 standards in force, and shall include the following, but not limited to: change engine oil, change governor oil, change oil filters, clean oil strainers, and where applicable clean scavenging pump screens. Visually inspect governor for leaks, lubricate governor linkage, change oil in governor, lubricate governor synchronizing motor, clean slip rings and/or commutator, lubricate overspeed switch, check diode heat sinks, lubricate generator, inspect to ensure brushes are free, inspect all wiring, visually inspect voltage regulators, synchronizer and all relays, contactors and circuit breakers. Inspect water heaters and controls. Visually inspect cooling system for leaks, pressure test radiator cap, and check and adjust drive belts, replace water filters, visually inspect cooling tower, lubricate fan bearings, lubricate motor bearings, and adjust drive belts. Visually inspect exhaust system for leaks and drain condensation. Inspect and lubricate day tank float switch, replace fuel filters. Inspect for leaks, drain water from traps, drain day strainers, clean sediment bowl, check for water in fuel. Inspect batteries, check water level and clean terminals and posts and coat with inhibitor. Clean crankcase filters (impingement-type only), replace all dry-type air intake filters, clean all oil bath air filters and replace with clean oil. Items listed may not be applicable to each generator set, and manufacturer's recommendations shall be followed when applicable.



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A) Engine -

Visual inspection of all components.

Check fan and governor belts, adjust as needed.

B) Oil System -

Change Engine oil and filters annually on all engines

Perform engine oil analysis annually, six months after the annual oil change. Submit written oil analysis report to the VA.

Provide recycling information for all oil exchanged for record

Lubricate battery charging generator or alternator, starter and governor.

Service/change air filter per manufacturers recommended service intervals.

C) Cooling System -

Test anti-freeze/coolant solution and top off as needed to maintain manufacturer's recommendations.

Change antifreeze/coolant solution when required by manufacturer's recommendations.

Check all hoses and system components for pliability and leaks.

Check engine block heater and associated connections, both electrical, hoses and piping.

Check cooling fins, solenoids and louver operation.

Clean cooling fins by vacuum, air and pressure wash as needed.



D) Fuel System -

Check, clean and replace fuel filters per manufacturer's recommendations.

Check fuel pump and pressure.

Check fuel sediment bowl/filter, fuel pump primer, hoses and connections.

Check fuel solenoid.

Check day tank for proper operation, including electrical and mechanical pumps, secondary containment and alarms.

E) Battery -

Check condition of batteries; add water on ones as needed.

Check connections and clean terminals as required.

Check for proper voltage.

Check charging system

F) Starting System -

Check starting solenoid, started and charging rate.

G) Electrical -

Check control panel relays, wiring and terminals.

Check solid state relay and boards

Check voltage regulator.

Check output voltage and frequency.

H) Operating Checks -

Test run Generator and checks the following under load for a minimum of 30 minutes: AC Voltage, Frequency, and all instrumentation for proper operation. (Vendor will need to schedule this with the VA during the Normal Monthly Generator tests.)

Record readings on a form adaptable to the VA.

Conduct Safety tests on overspeed, low oil pressure, high water temperature and other Safeties as per manufacturer's recommendations.

J) Annual Cleaning of Equipment -

The Contractor will annually clean the Generator and associated room; this will be done using biodegradable cleaning solution, vacuuming and dusting this will include the Generator and Cabinet assemblies and Building floor areas, contractor will remove all cleaning materials and waste when complete.

K) Air Filter Walls -

Air Filter walls will be required to be changed for GB#1 and GB#2 at the West Haven Campus.





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2.8. PERFORMANCE AND TESTING. Each emergency generator, after completion of maintenance, shall be operated by the contractor, witnessed by a representative of the VA, to ensure all components meet required standards as outlined in manufacturer's specifications. All components and controls shall be checked and adjusted if necessary. This testing shall include but not be limited to: testing lube oil pressure safety, overspeed safety, all pre-alarms, shutdown alarms, overcranking, low fuel alarm, adjust voltage and frequency, test delay cooldown, R.P.M., check for noises and leaks.



2.9. DOCUMENTATION OF SERVICES PERFORMED. At the conclusion of the inspection period, the contractor shall submit a report to the COR indicating the elements of the inspection performed, findings, and recommendations (if applicable). This report shall be submitted in the form of a checklist or manufacturer performance service slip, provided all requested information is supplied. All repair work shall be documented when service is completed. The repairman must indicate on his repair ticket the specific action taken, all parts replaced, hours of labor required, and travel time. The equipment serviced must be identified clearly by name and location. Upon completion of service, Engineering will sign the service ticket. After regular working hours and on weekends and holidays, the contractor shall deliver all service slips to FMS.



2.10. CLEANUP. The contractor shall be responsible for cleaning of the work area and equipment upon completion of work. All diesel engines shall be wiped free of oil and grease. The diesel room floor area shall be swept clean. All accumulated rubbish shall be removed daily. All fuel oil, lubrication, and any other material substance creating an unsafe operating area shall be removed daily. The contractor shall be responsible for the proper disposal of all hazardous materials as a result of this contract. All used oil or petroleum products shall be removed by the contractor upon completion of work and be reclaimed per DEP and EPA requirements.



2.11. SPECIAL TOOLS. The contractor shall provide all tools, testing equipment for disassembly, assembly, and adjusting, calibrating and other work as required for the performance of this contract.



2.12. OVER AND ABOVE REPAIR. Upon discovery of a malfunctioning part (other than oil filters, air filters, and water filters) the contractor shall immediately notify the CO/COR or their designee. The repair job shall not be initiated until approval is obtained from the COR. The vendor shall provide a written quote with labor hours and parts list with pricing to the COR for approval prior to commencement of work. The VA has sole discretion to select the contractor who will provide these repair services.



2.13. CONTRACTOR EMPLOYEES. Contractors Service Technicians shall be fully experienced in all aspects of maintenance and repair of diesel engines and generators of the type at VA Connecticut and shall have appropriate state trade licenses. Technicians will be OSHA 10 Certified; Contractor will present all required certification upon award of contract. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. Example: wearing of distinctive clothing such as uniform, badges, patches, etc.



2.14 Contractor Site Specific Safety Plan. The Contractor prior to award of contract will deliver a "Site Specific Safety Plan" for each Campus to be reviewed and approved by the VA Safety Office. This will include, but not be limited to training documentation and licensing.



2.14. ESCORT AND CHECK-IN. All contractor personnel working onsite at the VA facility shall check in and out at Engineering Offices during normal days and working hours, Monday-Friday 7:30am-4:00pm, afterhours, weekends and Holidays at the Boiler Plant. Access to work areas, and performance monitoring, will be provided by VAMC FMS shop personnel.



EVIDENCE OF COVERAGE

Before commencing work under this contract, the Contractor shall furnish to the Contracting Officer a certificate of insurance from its insurance company. The certificate of insurance shall indicating that insurance coverage outlined in the "Contractor's Responsibilities" clause and "Workmen's' Compensation" clause has been obtained, and that such coverage may not be changed or canceled unless thirty (30) days written notice is provided to the Contracting Officer.











INVENTORY OF EMMISSION UNITS VACT NEWINGTON CAMPUS

GENERATOR ENGINE INFORMATION

CT-DEP # EMU-005 EMU-006 EMU-008 EMU-009 EMU-010 EMU-011



VA Unit #

6A

7

9

10

11 Mobile Unit

#1

PMI # 6115-0006 6115-0007



Location

Bldg. 3

Bldg. 3

Bldg. 11

Bldg. 2W

Bldg. 2E Mobile Unit

#1



Area Served Boiler Plant Area B1, B3, B4

& B33 Fire Pumps B1 & B11

B2W

B2E

Portable



Eng. Manf.

Generacc

Cummings Detroit Diesel

Cummings

Cummings

BlueStar

Eng. Mdl.

No.

D6.7.1 KTA-1150-

GC

12U92

NT-885-G6

KTA-38G1

TD350?01

Eng. Ser.

No.

DJ2610

31117774

DB-18229

11784621

33131847

B?5000?3

Date 2011 1980 1994 1996 1997 2013

Fuel Diesel Diesel Diesel Diesel Diesel Diesel

Max. Fuel Use Rate (gal/hr)



13.5



25



43.5



20.4



54.9



15.8

kW 175 294 500 275 750 350

kVA 219 437.5

Voltage 120/208 120/208 120/208 277/480 277/480 277/480

RPM 1800 1800 1800 1800 1800 1800

BHP 280 394 670 435 1135 547

Testing Run (min/month)



30



30



30



30



30



30



Actual Use (min/month)



30



30



30



30



30



30

Installed Project No.

627-033

91-109/116

627-032E

627-032E

EE88658





Permit No. No Permit Req'd Due to Age No Permit Req'd Due to Age



127-0047



127-0048



127-0046

Hrs.

Permitted for

Not Required



No Required



110



110



110

Coolant

Capacity (GAL)



12.2



17



45



11



42.5



21.2





Annual Loadbank Required Y/N

Y

Y

Y

Y

Y

Y









INVENTORY OF EMMISSION UNITS VACT WEST HAVEN CAMPUS

GENERATOR ENGINE INFORMATION

CT-DEP # EMU-003 EMU-004 EMU-005 EMU-006 EMU-009 EMU-007 EMU-008 EMU-009 EMU-010



VA Unit # Mobile Unit

#2

30

32

GB1-1

GB1-2

GB2-1

GB2-2 Mobile Unit

#1 Mobile Unit

#3

PMI #



Location

Bldg. 16

Bldg. 30

Bldg. 32

Bldg. GB1

Bldg. GB1

Bldg. GB2

Bldg. GB2 Mobile Unit

#1 Mobile Unit

#3







Area Served





Boiler Plant





B1, ICU's

B#1 OR

area, SICU,

& MICU



B#1&

Elevators



B#1&

Elevators





B#2





B#2





Portable





Portable

Eng. Manf. BlueStar Caterpillar Caterpillar Caterpillar Caterpillar Caterpillar Caterpillar BlueStar Kohler

Eng. Mdl.

No.

TD350-1

C27

7C1299

3512

3512

3512

3512

TD350-1

150REZT

Eng. Ser.

No.

B5000-2

MJE01929

23703698

23703698

1KZ01040

24Z07327

24Z07326

B5000-1

11010437

Gen. No. SR4B

Date 2013 2010 1993 1996 1996 1996 1996 2013 2013

Fuel Diesel Diesel Diesel Diesel Diesel Diesel Diesel Diesel Diesel

Max. Fuel Use Rate (gal/hr)



20



56.9



70.7



70.7



70.7



70.7

kW 350 750 750 1,100 1,100 1,100 1,100 350 150

kVA

Voltage 208/480 480 480 480 480 480 480 208/480 208/480

RPM 1800 1800 1800 1800 1800 1800

BHP



Testing Run (min/month)



30



30



30



30



30



30



30



30



30

Actual Annual Fuel Use



640



790



1041



1041



1041



1041





Permit No. No Permit Req'd Due to Age

P-203-40- 0042



P-0056



P-0056



P-0054



P-0054

Hrs.

Permitted for



110



110



110



110



110



110



110



110



110

Annual Loadbank Required Y/N





Y





Y





Y





N





N





N





N





Y





Y



GPLPE # /

203-0063-

203-0063-

203-0063-

203-0063-

203-0063-

203-0063-

203-0063-

203-0063-

203-0063-

Registration GLPE / 203- GLPE / 203- GLPE / 203- GLPE / 203- GLPE / 203- GLPE / 203- GLPE / 203- GLPE / 203- GLPE / 203-

# 0063-5127 0063-5127 0063-5127 0063-5127 0063-5127 0063-5127 0063-5127 0063-5127 0063-5127