J--Service on 7 emergency power generators at JP

1 Performance Work Statement Preventative Maintenance on Emergency Generators VA Boston Healthcare The VA VISN 1 has a requirement for a contractor to furnish all labor, parts, tools, and equipment to perform preventative maintenance/repair and emergency repair response on all emergency generators located in VISN 1 for a base year and four one year options. The generators are identified per site in Attachment A of this PWS. The maintenance shall be performed at the following sites: Boston VA Healthcare System 150 South Huntington Avenue Jamaica Plain, MA 02130-4893 SECTION II DESCRIPTION/SPECIFICATION/WORK STATEMENT 1. SCOPE OF WORK The scope of work consists of annual preventive maintenance, repairs, and 7-day per week 24 hour emergency service. The contractor shall provide all resources required in performing these maintenance services and inspections to include (but not limited to) all parts, materials, lubricants, fluids, filters, equipment, tools, shipping, travel, and labor. Contractor shall be responsible to determine the nature and extent of any work required and to restore equipment to satisfactory condition and operation, as determined by VA, replacing parts as necessary. All generator operations, tests, maintenance, alterations and repairs performed under this contract shall comply and be in accordance with the manufacturer s guidelines and standards for an Emergency Power Supply System (EPSS) as follows: Joint Commission Standard EC 7.40 National Fire Protection Association 110, Emergency Generator Testing Requirements Manufacturer's requirements and specifications on inspection, maintenance, and operation of each emergency generator. 2. Hours of Work: Work shall be conducted during the hours as outlined below: Preventative Maintenance shall be performed during the hospital's regular administrative working hours; 7:30 AM- 4:00 PM, Monday through Friday, except the contractor shall provide emergency call-back service at any hour of any day of the week as specified under Paragraph 4 Emergency. Preventative Maintenance requiring an operational generator to be "shut-down" shall be performed during nonstandard administrative working hours, weekends and holidays unless otherwise authorized in writing by the Contracting Officer. Prior to commencement and after completion of any work, including preventative, during both standard and non-standard business hours, the contractor shall report to the COR. When hours are given it shall mean clock hours exclusive of Saturdays, Sundays and Holidays unless otherwise specified (i.e., 1:00 P.M. Monday to 1:00 P.M. Tuesday equals 24 hours; 12:00 P.M. Friday to 12:00 P.M. Monday equals 24 hours). If days are indicated it shall mean calendar days including Saturdays, Sundays and Holidays. 3. PREVENTIVE MAINTENANCE (PM) Test, evaluate, repair and service all components of the generators on an annual basis to accomplish the following: Ensure their safe, reliable and continued operation. Prevent breakdowns due to worn parts. Maintain generators above the point where deterioration begins. Preventative maintenance cooling system (subject to manufacturer s specifications and industry standards), but is not limited to: Inspect radiator/heat exchanger for leaks, exterior cleanliness and/or deterioration. Check and record coolant level. Check and record coolant freeze protection. Obtain coolant sample and send out for laboratory analysis. Inspect hoses and connections for signs of leaks and/or deterioration. Inspect fan drive pulley and fan for signs of wear or cracks. Inspect fan drive belts for signs of cracking or deterioration. Confirm jacket water heater is working and record coolant temperature (engine not running). Inspect water pump for any indication of leaks. Preventative maintenance Fuel system (subject to manufacturer s specifications and industry standards), but is not limited to: Inspect fuel water separator (if equipped), drain any water from water/sediment bowl (if equipped). Check and record fuel tank level (if equipped with gauge). Visually inspect fuel tank and fuel piping for any indication of leaks. Inspect fuel lines and connections for leaks. Preventative maintenance air intake and exhaust system (subject to manufacturer s specifications and industry standards), but is not limited to: Check air filter restriction gauge (if equipped with gauge) for amount of filter restriction. Inspect filter element visually. Inspect air intake system for any loose components or signs of wear/rubbing. Inspect turbocharger(s) (if equipped) for loose intake or exhaust components. Preventative maintenance lube oil system (subject to manufacturer s specifications and industry standards), but is not limited to: Verify oil level is between add and full marks on dipstick. Inspect crankcase breather and related tubing for signs of leaks or excessive pressure. Crankcase fumes disposal tube/piping should be extended beyond radiator to prevent oil mist contamination of radiator core. Note and record oil pressure on gauge with engine running. Obtain oil sample (via sample port with engine running) and send out for laboratory analysis.* Check for any signs of oil leaks. *If engine is not currently equipped with a sample valve, Contractor shall install one at no cost during first scheduled service. Preventative maintenance starting system (subject to manufacturer s specifications and industry standards), but is not limited to: Check and record specific gravity reading of each cell (if maintainable). Check for proper level of electrolyte in each cell. Check battery charger for proper operation and record amperage reading. Check and record the last date that batteries were replaced. Recommend that batteries be replaced every three years, regardless of condition. Preventative maintenance control panel (subject to manufacturer s specifications and industry standards), but is not limited to: Verify gauges are operating and record readings. Check for presence of any warning lights/alarms. Perform lamp/bulb test. Replace bulb, socket or connection if it fails. Inspect governor linkage (if equipped) for free movement and signs of wear. Preventative maintenance safety controls. Verify proper operation (subject to manufacturer s specifications and industry standards), but is not limited to: Overcrank Overspeed High Coolant Temperature Low Oil Pressure Not-in-Auto Emergency Stop Preventative maintenance and operational checks with the engine running. Verify proper operation (subject to manufacturer s specifications and industry standards), but is not limited to: Check for any leaks or unusual noises. Verify and record proper voltage and frequency via control panel gauges. Check for proper air inlet and outlet louver operation (if equipped). Operate for no more than five (5) minutes without load. Longer periods not recommended without a minimum of 30% of nameplate capacity load applied. Perform five (5) minute confidence test/available building load test if permitted by customer. COR must be present to operate necessary circuit breaker to allow transfer to emergency source. Perform transfer prior to 630AM. Preventative maintenance and inspection of enclosure and site (subject to manufacturer s specifications and industry standards), but is not limited to: Visual inspection of generator and environment. Check for signs of rodent/insect activity. During all PM service, any specific device cleaning, lubrication, adjustment or part replacement, which is performed, shall be indicated on an accompanying service report. Once annually, replace lubricating oil and lubricating oil filters and fuel filters (including fuel/water separators). Once annually, provide load back, load bank conductors and personnel for a 4-hour load back test. Generator is indicated on schedule A. 4. REPAIRS: Repairs that are determined by the contractor to be beyond the scope of preventative maintenance shall be reported to the COR for approval prior to commencing repairs. These repairs will be made using a firm fixed price labor rate (fully burdened) and any parts/materials will be paid at actual cost. If the repairs cannot be completed within twenty-four (24) hours, the contractor shall present a completion plan/schedule to the COR for approval. 5. EMERGENCY: The emergency service shall include up to 40 hours of emergency on-site service during normal business hours and 40 hours of emergency on-site service during premium time hours to include a firm fixed price labor rate (fully burdened). The emergency response time will be 4 hours. Provide line item for repair parts not to exceed $10,000. Any parts/materials will be paid at actual cost. The contractor s personnel shall report to the COR, or authorized representative, upon arrival at the medical center and again upon completion of the required work. A copy of the work ticket containing a complete description of the work performed shall be given to the COR within 7 calendar days. 6. SCHEDULE: Not later than ten (10) working days after contract start date the contractor shall submit to each COR for approval a schedule designed to meet the annual inspection requirements of this work statement. The contractor will not have to indicate what work will be done. The purpose will be to let the Building Manager and the COR know when to expect field service personnel on site. Recording Presence. Each contractor employee must sign in when entering the premises and state the purpose of the visit (for example, scheduled maintenance, service call or repairs) and sign out when leaving the building. 7. SAFETY/MAINTENANCE TESTS AND INSPECTIONS: Scheduling of maintenance and safety testing and inspections shall be accomplished by the contractor responsible for the performance of such requirements and shall be coordinated with the COR. 8. CONTRACTOR CONDUCT: All contractor employees, including subcontractors, shall be the sole responsibility of the contractor. The contractor shall be responsible for their compliance with all laws, rules and regulations and conduct at the respective medical centers. 9. CONTRACTOR TRAINING AND COMPETENCY The Contracting Officer Representative (COR) will conduct a contractor orientation to the contractor site supervisor or service technician at the pre-work conference. At that time the supervisor/technician will be oriented to policy, procedures, and mandatory training required for their employees and sub- contractor s employees (if applicable) working at the applicable medical center. Before starting any work and assigning an employee to the work site, the COR shall receive signed training forms indicating that each employee has received the training from the contractor or their designee. Failure to comply with this policy will be grounds for not allowing personnel to work on site. All field service work at the sites in Attachment A shall be performed by manufacturer trained and authorized field service technicians with past experience in maintaining all of the designated manufacturer s emergency stand-by generators, and all associated equipment. Field service technicians shall have completed manufacturer certified training in manufacturer approved training courses, and contractor shall furnish evidence of experience/training prior to award. All field service technicians shall be capable of testing, evaluating, repairing and servicing all components of the system and identifying defective equipment, potential problems, safety hazards and code or environmental problems. Service technician shall assure that the equipment on which work has been performed is safe, reliable and acceptable for its intended purpose. The site work shall be documented in a report addressing each item on the work list with test results and any corrective action taken or maintenance performed and any recommendation for repairs to be made that are not part of the preventative maintenance program. Contractors will be badged and escorted by VA employees. 10. HOUSEKEEPING. If applicable, the contractor shall maintain all building space assigned to the contractor and any VA medical center owned equipment the contractor is authorized to use will be in a neat, clean and orderly manner. The contractor shall take all necessary precautions to safeguard and protect all VA property with which the contractor comes in contact while performing the contract work. All accumulated rubbish shall be removed and deposited in the station provided trash compactor or dumpster. Chemicals, oily rags or other fire hazardous materials shall be properly protected in contractor-furnished VA approved containers or removed from the station daily after the completion of the cleaning activity. The contractor shall keep Material Safety Data Sheets (MSDS) on file with the on-site COR or his designee for all materials it uses. The contractor shall use reasonable care to minimize the risks its work poses to the environment, the customers, the general public and the contractor employees. 11. QUALITY CONTROL PROGRAM. The contractor shall establish and utilize a comprehensive quality control program to assure that the contract requirements are provided as specified. A copy of this program shall be provided to the Contracting Officer within ten (10) days after contract award. 12. SUPPLIES, MATERIALS AND EQUIPMENT: Furnished by the VA medical center: When the COR determines it to be available and appropriate the VA will provide space in the building for the contractor s expendable supplies, replacement parts, tools and equipment. Furnished by the contractor. The contractor shall provide all supervision, labor, supplies, materials, repair or replacement parts, tools and equipment (including diagnostic tools and equipment) necessary to perform the work specified in this contract efficiently and effectively and at no additional cost to the VA medical center. All parts replaced under the provisions of this contract shall be from the original equipment manufacturer, manufactured to OEM specifications or shall be equipment manufacturer recommended replacement parts. 13. INSPECTION AND TESTS (VA): Maintenance and Repair Inspections by the VA medical center: The VA reserves the right to make any test or inspection it deems necessary to ensure that all performance requirements are being maintained. 14. COMPLIANCE WITH SAFETY REGULATIONS: In performance of this contract, the contractor shall follow the VA Boston Healthcare System (VABHCS) safety policies and standard safe work practices, and take such safety precautions as the Safety Officer or his Designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The contractor shall comply with VA smoking policy, which designates the campus as non-smoking areas. Nonsmoking shall include smokeless tobacco and vaping products. The Contracting Officer or his/her designee will notify the contractor of any noncompliance, and the contractor shall immediately correct the conditions to which attention has been directed Contractor shall provide to the Contracting Officer, no later than ten (10) days after contract start date, Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in the facility in performance of the contract. The contractor shall not use any materials that have not been cleared in advance with the VA. MSDS for new chemicals shall be furnished concurrently with arrival of the chemicals on site. Additionally, a copy of all required MSDS will be maintained at the chemical storage site in a location accessible to VA personnel. NOTE: OSHA requires used rags and flammable materials to be stored in fireproof containers. 15. PERFORMANCE STANDARD (downtime): For repairs beyond preventative maintenance, records regarding downtime will be kept by the COR and the contractor. Equipment downtime is calculated from hours that the scheduled equipment is not fully operational. Downtime will accumulate until the scheduled equipment is returned to full and usual operation and accepted as such by the Contracting Officer, COR or designee. 16. INSPECTION OF PREMISES (site visit): Failure to conduct site visits will not relieve the contractor from performing in accordance with the strict intent and meaning of this work statement. 17. EMPLOYEE IDENTIFICATION BUILDING PASSES: The contractor shall ensure that every employee has a VA provided contractor identification building pass before the employee starts work. All employees shall carry their passes with them during duty hours and wear them in a visible location while they are on the VA premises. The COR shall periodically check the contractor employee passes against their personal identification. 18. DEFINITIONS/ACRONYMS: CO - Contracting Officer is a person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. COR - Contracting Officer's Representative in part monitors the contractor s performance to assure compliance with technical requirements of the contract, and to furnish technical guidance. Work directly with contractor in daily field operations. PM - Preventive Maintenance Inspection. Services that are periodic in nature and are required to maintain the equipment in such condition that it may be operated with minimal incidence of malfunction or inoperative conditions. Normal Business Hours: 7:00 A.M. to 4:30 P.M., Monday through Friday excluding federal holidays. Federal Holidays Observed by the VA Boston Healthcare System (VABHCS): New Year's Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day Emergency Service - Services/repairs to be performed (excluding regularly scheduled inspections, maintenance and repairs) upon VA notification 24 hours a day, 7 days a week. Response Time - refers to the physical presence of a qualified service technician/mechanic on site to perform repairs within stipulated time frames within the contract. Service Report/Job Ticket/Vendor Engineering Service Report. - The contractor shall leave the completed service report at the time of service or shall be submitted within 10 business days of the service. ATTACHMENT A LIST OF EMERGENCY GENERATORS BY SITE NOTE: Potential offerors should inspect the sites prior to submitting an offer in order to be fully aware of the scope of services required. Site visits shall be coordinated through the Contracting Officer and/or the Contracting Officer s Representative (COR). VABHS Jamaica Plan, MA Emergency Generators MANUFACTURER MODEL SERIAL NUMBER FULL LOAD RATING VOLTAGE Caterpillar 3412 9EP02452 800 KW 480/277 Caterpillar 3412 9EP02452 800 KW 480/277 *Caterpillar 3516- EPG 25Z06053 1275 KW 480/208 Caterpillar 3304EPG 83Z07827 122 KW 208/120 Caterpillar 3204EPF 83Z08142 125 KW 208/120 Caterpillar C15EPG NAP00493 500 KW 480/277 Caterpillar C15EPG C5E03430 500 KW 480/277 NOTE: * Indicates Unit Requires Load Bank Testing