J--Maintenance for backup generators @ Biloxi, MS

Performance Work Statement VA Station Backup Generators 1.0 Introduction. The VA Gulf Coast Veterans Healthcare System, located at 400 Veterans Avenue, Biloxi, MS 39531, have a need for maintenance on their backup generators which consist of two (2) Kohler generators and two (2) Onan generators. Subject work is to be accomplished for and at the VA Gulf Coast Veterans Healthcare System, Biloxi MS. 1.1 Background. Onan Generators have been the backup generators for the VA Gulf Coast Veterans Healthcare System for the past ten years. Due to the devastation caused by Hurricane Katrina the maintenance for these generators when expired were never renewed. The VA Gulf Coast Veterans Healthcare System Engineering department has since added two Kohler generators which enforced the backup electrical power system on the Biloxi campus. The control system at the VA Gulf Coast Veterans Healthcare System has been custom built to manage the two older Onan generators in conjunction with the two new Kohler generators. 2.0 Scope. The scope of this contract is to acquire hardware maintenance support for Kohler equipment in accordance with the equipment list below: Equipment List Model Number Building Location Onan Generator 4160V 92 Onan Generator 4160V 93 Kohler Generator 12470V 94 Kohler Generator 12470V 95 3.0 Performance Requirements. The Contractor shall furnish all necessary labor, material, parts, components, tools, supplies, test equipment, diagnostics, manuals, schematic drawings, facilities, freight, temporary or standby equipment, vehicle usage, travel, mileage and other necessary items to perform maintenance services to keep the equipment cited within this contract in good operating condition. Good operating condition is defined as not less than 99 percent effectiveness level for each line item system/equipment identified. The effectiveness level is calculated by dividing the operational hours per month minus the downtime, by the operational hours (Exhibit A). The equipment will be considered in use 24 hours per day/7 days a week, inclusive of holidays. All equipment is considered to be in good operating condition. If the effectiveness level for a line item drops below 99% for a month, the Contractor shall grant a 100% maintenance credit for that line item of system/equipment each month until the 99% effectiveness level is achieved. Maintenance credit will be issued by the Contractor as a credit on the Contractor's monthly invoice and will be reviewed and approved by the government Program Manager. Contractor will stock spare parts as applicable and recommended by OEM and mutually agreed upon by Contractor and government Program Manager or his designated representative. Long-lead items are to be noted as such and stock maintained to achieve uninterrupted operations. Spare parts list is to be provided to the government Program Manager and location of stock to be mutually agreed upon. Maintenance service shall be performed at the VA GCHCS Campus in Biloxi MS ITEM #1 (Firm Fixed Price) - Preventive Maintenance: The Contractor shall provide preventative maintenance according to the applicable schedule or intervals established by the original equipment manufacturer (OEM) for each model of equipment maintained hereunder and in accordance with the appropriate RS Means schedule. The preventative maintenance schedule will be reviewed and approved by the government Program Manager before beginning such program. Such preventative maintenance shall consist of, but not be limited to, the following: " Quarterly, annual, and triennial OEM recommended preventative maintenance services and inspections shall be performed and shall adhere to OEM instructions and intervals of the Equipment Operation and Maintenance Management Schedules and shall include, but not be limited to, the following: 1. Use only fluids and lubricants that are approved by the OEM. 2. Special care should be taken to keep the generator and engine components clean and in serviceable condition at all times to facilitate detection of possible leaks and prevent subsequent damage. 3. Remove all used antifreeze and/or radiator flush from government property. 4. Remove all used oil and oil filters after oil change from government property. Quarterly interval recommended services and inspections shall include: COOLING SYSTEM ¢ Check coolant level and add coolant if needed. Pull sample of engine coolant with engine running at operating temperature; analyze coolant for a safe degree of protection. ¢ Check complete system for coolant leaks. ¢ Inspect and replace all belts if needed. ¢ Inspect and replace all hoses if needed. ¢ Inspect and lube fan hub. LUBRICATING SYSTEM ¢ Check engine oil level and maintain the proper level for safe operation. ¢ Clean/Replace crankcase breather. ¢ Inspect engine for oil leaks and repair as required. ¢ Check manifolds, brackets, mounting and flex connections and repair as required. ELECTRICAL SYSTEM ¢ Check battery electrolyte level and maintain as required. ¢ Check operation of battery charger and/or alternator. Adjust or replace as required. ¢ Run generator. Check for correct engine operating parameters (temperatures, RPM, pressures, etc.) voltage and frequency. Note any unusual operating conditions. ¢ Check operation of automatic start/stop control switches. ¢ Test fault lamps and replace bad bulbs. ¢ Clean accumulations of dust and dirt from switchgear. ¢ Record engine service meter readings. ¢ Inspect all alarm systems. ¢ Inspect generator output, leads, exciters, and commutator. AIR SYSTEM ¢ Inspect air cleaner element and replace as required. ¢ Check air intake system for leaks. ¢ Inspect turbocharger shaft for end play. ¢ Inspect and tighten turbocharger mounting bolts. ¢ Inspect air system for any deficiencies. Contractor shall also perform all the following maintenance operations once yearly: Annual recommended services and inspections shall include the following in addition to those procedures performed quarterly. COOLING SYSTEM ¢ Take engine coolant sample and have analysis performed. LUBRICATING SYSTEM ¢ Change engine lubricating oil and oil filters. ¢ Change engine oil every year or after 250 hours of operation. ¢ Service the crankcase breather. ¢ Take engine oil sample and have analysis performed. Provide copy of the report to the government. AIR SYSTEM ¢ Replace air filters. ¢ Inspect air intake for system leaks. FUEL SYSTEM ¢ Inspect fuel tank. ¢ Replace fuel filters. ¢ Replace filter element in pre-filter. ¢ Inspect fuel system for leaks. ¢ Check operation of governor. GENERATOR HOUSE ¢ Inspect and test louvers. ¢ Inspect for water leakage around seams in generator house. 3.1 ITEM #2 - Corrective Maintenance (Time & Materials): Corrective Maintenance shall be performed after notification that equipment is inoperative. The Contractor shall provide the Contracting Officer with a designated point(s) of contact and make arrangements to enable its maintenance representative to receive such notification 24 hours per day/7 days per week with a four-hour on-site response time and in accordance with the time frames specified below: Equipment Response Time Repair Time 6- Kohler 2000 KW Generators 4 Hours 4 Hours Automatic Transfer Switch 4 Hours 4 Hours All Generator Control Devices 4 Hours 4 Hours " Response time shall begin at the recorded time of the call to the Contractor and proceed until Contractor maintenance personnel are on site and have begun corrective actions. Repair time shall begin upon the recorded initiation time of corrective action by Contractor personnel at the repair site. All calls and arrival times will be recorded by government representatives in the System Maintenance Event Log and will be used by government representatives to establish the times used in computing credits. " The Contractor's failure to meet the required response time will result in a 25% maintenance credit for each occurrence or a termination for default as described elsewhere within contract. " At the conclusion of service, Contractor will provide a written report summarizing the performed service, findings and recommended action. " Repair time for any single piece of equipment shall not exceed 24 consecutive hours. Should the government determine that the equipment is not operating in a satisfactory manner, the government shall remedy the malfunction, through whatever means are necessary, and offset the Contractor's invoice for costs to correct the malfunction. This ITEM will be reimbursed on a Time & Materials basis, for materials not covered under the extended Ten-Year or Three Thousand-Hour Major Components Stationary Standby Limited Warranty. The breakdown is as follows, and not to exceed $68,088.00 for life of contract. Base Year: $16,275.00 Option Year 1: $16,763.00 Option Year 2: $17,266.00 Option Year 3: $17,784.00 Total: $68,088.00 3.2 ITEM #3 - Priced Option: Temporary Replacement Equipment (Firm Fixed Price): As a priced option to the government, and upon execution of said option, if equipment malfunctions or becomes inoperable for twenty-four (24) consecutive hours, Contractor shall deliver to the VA GCVHCS Campus suitable replacement equipment made available and operational to enable the government to continue operations in a satisfactory manner. 3.4 ITEM #4: Contingency Planning (Time & Materials): As a priced option to the government, and upon execution of said option, Contractor shall designate mutually acceptable personnel to provide uninterrupted on-site maintenance during periods of emergency or natural catastrophe (Hurricane Condition III - Onset of Hurricane force winds anticipated in 48 hours). Designated personnel will report to assigned areas of operation and remain for the duration of the emergency. Additional personnel may be designated to re-establish operations immediately after the site is declared safe to enter. Estimated $16,000.00 per year- Not to exceed $68,100.00 for life of contract. 4.0 Performance Matrix: Performance Indicator Standard AQL Method of Surveillance Systems and Equipment in good operating condition. 24 hours per day/7 days per week Meet 99% level Monthly Inspection 4.1 Quality Assurance: The government will evaluate the contractor's performance under this contract. For those tasks the performance matrix, the Contracting Officer's Representative (COR) will follow the methods of surveillance specified in this contract. Government personnel will record all surveillance observations. When the observation indicates defective performance, the COR will require the contractor's site manager to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgement that he or she has been made aware of the defective performance. Government surveillance of tasks not listed above, such as provided for by the Inspection of Services clause, may occur during the performance period of this contract. Such surveillance will be done according to standard inspection procedures or other contract provisions. 5.0 Quality Control Plan. The Contractor shall provide and maintain a Quality Control Plan (QCP) that contains, as a minimum, the items listed below to the Senior Contracting Officer for acceptance not later than ten (10) business days after award. The Customer Account Manager will notify the contractor of acceptance or required modifications to the plan. The contractor shall make appropriate modifications and obtain acceptance of the plan within thirty (30) calendar days from the date of award. The QCP shall include the following minimum requirements: " A description of the inspection system to cover all major services and deliverables. The description shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, and the title of inspectors. " A description of the methods to be used for identifying and preventing defects in the quality of service performed. " A description of the records to be kept to document inspections and corrective or preventative actions taken. " All records of inspections performed shall be retained and made available to the Government upon request throughout the contract performance period, and for the period after contract completion, until final settlement of any claims under this contract. 6.0 Performance Criteria: 6.1 Place of Performance. The VA Gulf Coast Veterans Healthcare System, located at 400 Veterans Avenue, Biloxi, MS 39531. 6.2 Principal Period of Maintenance. The hours of 7 AM to 4:30 PM local time, Monday through Friday of each week will be referred to as the Principal Period of Maintenance. 6.3 Task Management. Engineering shall identify a Contracting Officer's Representative (COR). The COR will provide technical assistance and clarification required for the performance of this contract, participate in project meetings, review invoices, and receive deliverables. After contract award, the Contracting Officer will appoint a COR and issue a COR appointment letter stating the authority for the COR. The contractor will receive a copy of the written appointment. 6.4 Clearances. No clearance required. 6.5 Personal Service. This contract is not being used to procure personal services prohibited by the Federal Acquisition Regulation (FAR) Part 37.104 titled "Personal Services Contract."