PREVENTIVE MAINTENANCE SERVICE CONTRACT FOR STANDBY DIESEL GENERATORS

Attachment A Performance Work Statement (PWS) STATEMENT OF WORK D5090 - LOW VOLTAGE STANDBY DIESEL GENERATOR PLANNED MAINTENANCE AND INSPECTION SERVICES Table of Contents GENERAL INFORMATION PROJECT REQUIREMENTS DESCRIPTION OF EQUIPMENT GENERAL REQUIREMENTS SCOPE OF WORK - GENERATOR PLANNED MAINTENANCE AND INSPECTION OPTION 1 - LOAD BANK PLANNED MAINTENANCE AND INSPECTION OPTION 2 - AUTOMATIC TRANSFER SWITCH PLANNED MAINTENANCE AND INSPECTION OPTION 3 - DAY TANK PLANNED MAINTENANCE AND INSPECTION DELIVERABLES APPLICABLE PUBLICATIONS 1. GENERAL INFORMATION The United States Embassy in Conakry requires professional services and contractor cost proposals to perform Planned Maintenance and Inspection services of the facility's Low Voltage Diesel Standby Generator systems. 1.1 CONTRACT SCOPE AND LIMITATIONS A. Standby Service - Standard Application This contract is designed for diesel standby generators in emergency/standby service. The standard maintenance schedule assumes: Infrequent operation (emergency use and regular testing only) Typical annual operating hours are less than 200 hours Calendar-based maintenance intervals (two visits per year) B. Prime Power and High-Utilization Applications While the maintenance tasks in this SOW are applicable to prime power and continuous duty operations, the service visit frequency and scheduling must be modified for these applications. Posts operating generators in the following modes must notify the Contracting Officer prior to solicitation to adjust service intervals and pricing: Prime power or continuous duty operations Peak shaving or co-generation systems High-frequency operation (>200 hours annually) Extended run-time operations For these applications: Maintenance intervals shall follow manufacturer's hour-based schedules rather than calendar-based Service visit frequency shall be increased (typically quarterly or more frequently) Additional monitoring and testing requirements may apply Pricing structure must account for increased service frequency and consumables usage C. Service Visit Frequency - Standby Service For standard standby service, this contract provides TWO (2) scheduled maintenance visits per year: One (1) Semi-Annual service (every 6 months ±30 days) One (1) Annual service (every 12 months ±30 days) Additional visits, major repairs, or component replacements require separate purchase orders. D. Hour-Based Maintenance Triggers Certain manufacturer-required maintenance is triggered by operating hours regardless of calendar intervals (e.g., valve lash adjustment, oil changes, major services). The Contractor shall: Record operating hours at each service visit Notify the COR when generators approach hour-based maintenance intervals Follow the more frequent calendar-based or hour-based schedules per manufacturer’s recommendations Perform hour-based maintenance at the next scheduled visit if within acceptable range, or coordinate additional service if immediate attention is required 2. PROJECT REQUIREMENTS The Contractor shall perform planned maintenance and inspections as described in this Statement of Work (SOW). The intent of this SOW is to ensure the entire standby generator systems for this facility are maintained according to manufacturer's recommendations and to ensure the readiness and proper operation of the system. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform professional Planned Maintenance and Inspection services for the facility's Low Voltage Diesel Standby Generator systems as defined in this Statement of Work. Objectives: Ensure all standby generator systems are maintained according to Original Equipment Manufacturer (OEM) recommendations Ensure readiness and proper operation of generator systems for emergency power supply Maintain compliance with NFPA standards for generator installation and grounding Prevent equipment failure through regular planned maintenance Extend equipment service life through proper maintenance practices 3. DESCRIPTION OF EQUIPMENT The equipment to be maintained includes: Diesel Standby Generators (See equipment list in attachment) OPTION 1: Load Banks OPTION 2: Automatic Transfer Switches OPTION 3: Day Tanks 4. GENERAL REQUIREMENTS The Contractor shall provide the labor and materials required to carry out regularly planned maintenance and inspections as outlined in this SOW. NOTE: The intent is for the Contractor to supply labor, fluids, filters and items that can be anticipated on a schedule such as coolants and batteries. Repairs or replacement parts should be separately priced. There should be a plan and oversight to avoid unnecessary maintenance/charges or not replacing items such as hoses when necessary. A. Materials and Supplies The Contractor shall inventory, supply and replace maintenance service items (e.g., filters and fluids). Only fluids and parts which meet or exceed manufacturer's specifications shall be used. All fluids shall be delivered in original sealed containers. Contractor shall supply the parts required in performance of maintenance included in this SOW (e.g., rocker cover gaskets when performing valve lash, thermostats when performing coolant change). B. Expendable and Common Parts The Contractor shall maintain a supply of expendable and common parts so that these are readily available for normal maintenance to include: hoses, belts, oil, chemicals, coolant, filters, generator starting batteries, grease, sealant, thermostats, fuses; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), MSDS, cleaning material and oil spill containment kits. C. Exclusions This contract does NOT include repair of equipment and replacement of hardware (e.g., bearings, pistons, piston rings, crankshaft, gears, injectors) except as indicated in the maintenance schedules and equipment list. Hardware replacements will be separately priced out by the Contractor for the Government's approval and acceptance. The Government has the option to accept or reject the Contractor's quote for parts and reserves the right to obtain similar spare parts from other competitive sources. If required by the Government, the Contractor shall utilize Government-purchased spare parts, if awarded the work. Such repairs/replacements will be accomplished by a separate purchase order. However, this exclusion does not apply if the repair is to correct damage caused by Contractor negligence. Replacement/repair of any electronic or electrical parts must be approved by the COR prior to installation of the part. If the Contractor proceeds to replace any electronic or electrical parts without COR approval, the Contractor shall de-install the parts at no cost to the Government. D. Checklist Approval The Contractor shall submit to the COR a schedule and description of planned maintenance tasks which the Contractor plans to provide. The Contractor shall prepare this schedule and task description in a checklist format for the COR's approval prior to contract work commencement. E. Manufacturer's Recommended Maintenance It is the responsibility of the Contractor to perform all manufacturers recommended planned maintenance as well as planned maintenance recommended by the manufacturer technical manuals for standby operations of the respective equipment. This does not include major maintenance, planned overhauls, or injector replacements. F. Personnel, Tools, Consumable Materials and Supplies The Contractor shall provide trained technicians with the appropriate tools and testing equipment for scheduled maintenance, safety inspection, and safety testing as required by this Contract. The Contractor shall provide all of the necessary materials and supplies to maintain, service, inspect and test all the systems to be maintained. G. Safety & Special Instructions Use appropriate personal protective equipment (PPE) when performing work Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against Follow site safety procedures Schedule maintenance with operating personnel and affected offices (security) Follow approved lockout/tag out procedures Review and follow the manufacturer's instructions Record results in the equipment history log Remove lockout/tag out in accordance with appropriate procedures Report all incidents and near missed incidents to COR and assist as requested in the investigation and corrective action H. Disposal of Hazardous Materials The Contractor is responsible for proper disposal of toxic/hazardous substances including used oil, fuel, batteries, coolant, and other hazardous materials. All material shall be disposed of according to Government and Local law. After proper disposal, the Contractor must show proof of authorized disposal of these toxic/hazardous substances. I. Chemical Analysis The Contractor is responsible for conducting laboratory analysis for fuel and oil samples. All charges for such analysis are payable by the Contractor and a report stating the test results shall be submitted to the COR within 30 days of sample collection. J. Load Bank Testing (option: May not be necessary depending on facility load. Refer to SOW 5.A.10 Load testing and 6. option 1 for load bank PM) The Contractor is responsible for exercising the generator using an appropriately sized load bank. If prior permission is obtained, building load may be used. The diesel units shall be run at 75-80% of the rated capacity for a minimum of 2 hours. All charges for such testing are payable by the Contractor, and a report shall be submitted to the COR. The Government will provide load banks for generator testing. Generator 1 and 2 have their dedicated load banks (see details make, model, size… in equipment list paragraph) K. Licenses and Permits The offeror shall address its plan to obtain all commercial licenses and permits required by local law. If offeror already possesses the locally required licenses and permits, a copy shall be provided. L. OEM Certification Provide a copy of Original Equipment Manufacturer (OEM) (e.g., CAT, MTU, KOHLER, Cummins, Generac) authorized certificate or equivalent to carry out the necessary level of requested repair/planned maintenance service on post Generators. M. Strategic Plan The offeror's strategic plan for generator maintenance services to include but not limited to: A work plan taking into account all work elements in the Statement of Work Identify types and quantities of equipment, supplies and materials required for performance of services under this contract. Identify if the offeror already possesses the listed items and their condition for suitability and if not already possessed or inadequate for use, how and when the items will be obtained Identify and submit the list of parts and materials required for Semi-Annual and Annual maintenance service for all Generators Provide a statement that laboratory analysis reports will be provided for oil samples collected Provide a statement that manifest or proof of disposal will be provided for toxic/hazardous substance wastes collected Plan of ensuring quality of services including but not limited to contract administration and oversight If insurance is required by the solicitation, a copy of the Certificate of Insurance(s), or a statement that the Contractor will get the required insurance, and the name of the insurance provider to be used List of spare parts and suppliers of spare parts for generator and proposals shall include a description of the firm's ability to obtain replacement parts and ability to perform specialized tests/diagnostic/programming equipment for doing the planned maintenance N. Emergency Assistance The Contractor shall provide emergency assistance for generator support, priced at an hourly rate, within 24 hours of being contacted