J030--Preventive Maintenance Services for Generators Washington DCVAMC

STATEMENT OF WORK - GENERATOR SYSTEMS PREVENTIVE MAINTENANCE SERVICES SCOPE OF WORK: Contractor shall provide all resources necessary to perform monthly & annual preventive maintenance services on generator systems installed at the Washington DC Veterans Affairs Medical Center. Generator systems include 8 standby emergency generator sets, 20 transfer switches, and all associated control panels, switchgear/paralleling and monitoring systems. The furnishing of any repairs or parts not already included in the price of the preventive maintenance services is OUTSIDE THE SCOPE of this contract. Contractor shall immediately notify the Contracting Officers Representative, IN WRITING, of the existence or the development of any defects in, or repairs required to the generator system components which the Contractor is not responsible for under the terms of the contract and furnish a written estimate of the cost to make necessary repair. If deficiencies are discovered during a preventive maintenance service visit that necessitate repair/replacement of system components, then they shall be procured via a separate agreement (i.e., purchase card or another contract, as appropriate). PREVENTIVE MAINTENANCE TASKS REQUIRED: Provide all labor, materials (to include all oil, air, and fuel filters) and fluids needed to top-off levels ( i.e.; antifreeze, oils, battery fluid, etc.) and equipment necessary for full preventive maintenance program to maintain emergency generator sets and associated systems/equipment. Any charges for materials such as lubricants, fluids, cleaning supplies, parts, services, manuals, tools, or software required for the Contractor to successfully complete schedule installation shall be provided by the Contractor and are included within this contract, and it s agreed upon price. Equipment: Cummins 750.ODF JA 750Kw Cummins 800.ODFHB 800kw Cummins 750.ODFA 750kw Cummins 800.ODFHB 800kw Cummins 750.ODFA 750kw Cummins 750.ODFA 750kw Cummins 750.ODFA 750kw Cummins 80 REOZJF 80kw ENGINE LUBRICATION SYSTEM Monthly - Check oil level, top-off as required. Monthly - Inspect for evidence of dilution or contamination. Monthly - Inspect for leaks. Monthly - Check and record oil pressure at operating temperature. FUEL SYSTEM Monthly Check fuel supply for quantity, quality, water, or foreign material contamination. Monthly - Inspect fuel supply manifolds for leaks, condition, and security. Monthly Check operation of transfer pumps. Monthly - Inspect engine fuel lines, pump, and filters for leaks, condition, and security. Monthly - Inspect and lubricate governor actuator to rack and ball joints. Monthly - Check and record fuel pressure. AIR SYSTEM Monthly - Inspect louvers and ductwork for condition and proper operation. Monthly - Inspect air filters for condition and security; tighten clamps and brackets as required. Monthly - Inspect turbo outlet hoses and pipes for condition and security; tighten clamps and brackets as required. Monthly - Inspect lubricate blower bypass actuators. Monthly - Inspect and lubricate air box damper operating mechanism. As required - Service crankcase breathers and air box drains. COOLING SYSTEM Monthly - Check coolant level, top-off as required. Monthly - Check and record freeze protection, add ethyl glycol as required. Monthly - Chemical test corrosion protection, add inhibitor as required. Monthly - Pressure test to 15 PSI and inspect for leaks. Monthly - Inspect fan shrouds, guards, and brackets for condition and security, tighten fasteners as required. Monthly - Inspect radiator core for cleanliness, condition, and security. Monthly - Inspect fan drive belt for condition and proper tension and adjust as required. Monthly - Inspect and lubricate idler and fan drive bearings. Check condition and security of mounts, brackets, and adjusters, tighten fasteners as required. Monthly - Inspect coolant hoses and pipes for condition and security; tighten clamps and brackets as required. Monthly - Check and record coolant temperature under operating conditions. ELECTRICAL Monthly - Check and record residual, no load and full load volts. Monthly - Inspect exciter assembly, stator and field for cleanliness and physical integrity. Monthly - Inspect cable and wire termination at generator for condition and security. Monthly - Inspect rotating rectifier and surge suppressor for condition, connection, and mounting tightness. Monthly - Inspect end bell enclosure for cleanliness and device interference with rotating assemblies. Monthly - Prove generator protective devices. Monthly - Inspect and functional test all Automatic Transfer Switches (20 each). CONTROLS Monthly - Check operation of auto start and remote controls. Monthly - Check operation and accuracy of AC and engine instruments. Monthly - Check operation of generator set associated indicators, lights, and alarms. Monthly - Check and adjust as required synchronized kilowatt and reactive load sharing. Monthly - Check and adjust as required system frequency and voltages. Monthly - Check and adjust as required all network systems to include DMC (Digital Master Control.) BATTERY SETS Monthly - Inspect battery sets for cleanliness, clean as necessary. Monthly - Inspect terminals for tightness and cleanliness and adjust as necessary. Monthly - Check fluid levels in each cell and adjust as necessary. Monthly - Inspect battery charger and make necessary adjustments as required. Semiannually - Check cell voltage and specific gravity of each cell and provide report to Facility Management Service. EMERGENCY GENERATORS Monthly - Check turbo endplay. Monthly - Clean engine crankcase breather. Monthly - Check and adjust all linkages. Monthly - Check all alarms and shutdown devices. Monthly - Check all connections in control panels and generator. Monthly - Clean all circuit boards. Monthly - Exercise main circuit breaker. As required - Change fuel filters. As required - Change air cleaner element. ANNUAL PREVENTIVE MAINTENANCE: Change engine oil and oil filters. Replace all diesel fuel filters. Replace all air filters. Drain and flush engine cooling system with fresh water and engine coolant cleaner; change all coolant hoses Inspect engine thermostats. Replace as required- I updated this to replace as needed Change engine coolant and add conditioner to new coolant. Inspect all belts. Replace as required - I updated this to replace as needed Inspect all fuel line hoses on generator and day tank. Replace as required - I updated this to replace as needed Change day tank inlet fuel filter. Draw engine oil sample for analysis (before changing oil) and submit written report to the Chief of Operations. Inspect megger generator windings and report finding to the Chief of Operations. ANNUAL SWITCHGEAR INSPECTION: Inspect all Automatic Transfer Switches (20 each) - inspect check automatic operation, bypass operation and no-load test operation on all (20) automatic transfer switches and functionally inspect all operating components. Inspect all paralleling switchgear to include functional testing of automatic functions and manual functions to insure proper operation. ANNUAL LOADBANK TESTING: Perform Load bank Testing on the Patient-Parking Garage Generator to meet JCAHO / NFPA 99 Requirements. Generator info: Unit number SGM322CPF, Kohler Model 80REOZJF, Serial number SGM322CPF, Type: ST. PLACE OF PERFORMANCE: Washington DC Veteran Affairs Medical Center located at 50 Irving St. N.W. Washington, DC 20422. PERIOD OF PERFORMANCE: The period of performance for this contact will be Base + 4 Years: TBD. Hours of Work: Work is to be performed between the hours of 7:30 AM to 4:00 PM, Monday through Friday, except holidays observed by the Federal government. Contractor is required to provide at least a 24-hour notice prior to arrival for scheduled maintenance. Any work required after 4:00 PM Monday thru Friday, on weekends, and/or Holidays must be preapproved by the Contracting Officer s Representative (COR) when scheduling the service visit. The COR and Contractor will coordinate the monthly & annual inspection dates and time in such a manner as to avoid disruptions to the VAMC s operations and inconveniences to patients to the maximum extent practicable. CHECK-IN & CHECK-OUT PROCEDURES: Upon arrival at the DC VAMC to perform the scheduled maintenance services, Contractor must report to the Maintenance & Operations Chief in Bldg. 6, Room Number BH119. Telephone +1 (555) 000-0000, extension 57698. Contractor will be issued an identification badge, which must always be displayed on an outer garment while on VAMC property and surrendered upon completion of the scheduled inspection services. Contractor shall notify the COR or other designated VAMC Engineering staff member before leaving. When service is completed, Contractor shall document services rendered on a properly completed Service Report and submit the report to the COR. All Service Reports shall be submitted to the COR. If the COR is unavailable, a signed, authorized copy will be sent to the Contractor after the COR reviews the Service Report. SERVICE MANUALS AND MAINTENANCE EQUIPMENT: The Contractor must provide its own operational and technical documents (e.g., OEM service manuals, schematics, parts list, etc.) and equipment needed for performing the preventive maintenance services. SERVICE REPORT: A Service Report must be furnished to the COR for all scheduled maintenance performed by the Contractor. Failure to comply may result in delayed payment. The Service Report must include, at a minimum, the following data legibly and in complete detail: name of Contractor personnel who performed services, Service Report number/log number, date, time (starting and ending), equipment downtime and hours on-site for service call, VA purchase order number covering the preventive service visit, identification of equipment serviced: device name/description, device location (if applicable), manufacturer s name, model number, serial number, inventory/barcode, and any other identification numbers; itemized description of service performed and parts replaced, and results of performance testing. SAFETY PRECAUTIONS: The Contractor shall comply with all applicable Federal, State and Local legal requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulation, such as applicable provision of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall ensure safe and healthful working conditions for its employees. Contractor shall assume the responsibility to guard against causing fires and/or explosion and to protect Government Property, reference NFPA 241 and 29 CFR 1926. The Contractor shall perform the work in a manner consistent with the area security and fire safety regulations especially regarding exits and exit way access. Utility shutdowns shall not compromise security, communication, or fire safety for occupants. No flammable liquids shall be stored or used in the Medical Center. The necessary number and appropriate types of portable fire extinguishers are required per National Fire Protection Association (NFPA) 10 and NFPA 41. All necessary precautions shall be taken by the contractor to prevent activation of any existing smoke detectors or sprinkler heads. ONSITE PARKING INFORMATION: Contractor must park in the area designated for contractor parking. SERVICE CONTRACT LABOR STANDARDS: The Service Contract Labor Standards apply to this contract. Contractor will be responsible for compliance with the Service Contract Labor Standards and determining which of its service employees are performing on or in connection with the contract and properly segregating their hours for purposes of pay and recordkeeping. The Department of Labor s Wage Determination is provided as an attachment to this solicitation; it specifies the minimum wages and fringe benefits for service employees performing on or in connection with this contract. NONPERSONAL SERVICES: The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the inspection services. 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. CONFORMANCE STANDARDS: Service shall ensure that the equipment functions in conformance with the following latest published standards/codes/specifications/regulations to include, but not limited to Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency (NFPA-70), National Electric Code Standards, Washington, DC VAMC Engineering Service Standard Operating Procedures (SOPs), and any other Federal, State, and Local regulations mandated. HAZARDOUS MATERIAL REPORTING: Contractor shall maintain hazardous inventories and material safety data sheets (MSDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR s 355, 370, & 372) to be stored and used at this Medical Center. Hazardous materials must be inventoried when received and when the project is completed. Hazardous Materials Inventories, Material Safety Data Sheets and Material Quantities used shall be submitted to the COR. In the event of a spill, Contractor shall immediately notify the COR. Contractor shall be solely responsible for the expense of any cleanup of such spill, and the cleanup shall be in accordance with the applicable provision of 40 CFR Part 761.