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 by the COR. Note: If contractor is not local, this may take the form of remote troubleshooting and support until such time as travel can be initiated. (For Practical reasons, there is a strong preference for local vendors, or vendors who have established branches in Conakry, Guinea, with verifiable local addresses and contact information as well as the necessary permits/licenses for doing business in Guinea)

O. Pre-Service Coordination

The Contractor shall coordinate all maintenance activities with the COR at least 72 hours in advance. The Contractor shall:

• Confirm date and time of service

• Identify any facility power outages required

• Coordinate access to generator rooms and equipment

• Notify affected personnel of planned maintenance activities

5. SCOPE OF WORK - GENERATOR PLANNED MAINTENANCE AND INSPECTION

The Contractor shall provide all materials, supervision, labor, tools, and equipment to perform planned maintenance and inspections. All personnel working in the vicinity shall wear and/or use appropriate safety protection while work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO). Material Safety Data Sheets (MSDS) shall be provided by the Contractor for all HAZMAT materials. Copies will be provided to the COR for approval.

The systems and components to be maintained include diesel generator prime mover, AC alternator, fuel, cooling, ventilation and lubrication systems, start and transfer systems, as well as control and monitoring systems.

Planned Maintenance and Inspection Interval Schedule

NOTE: Manufacturer's recommendations should be followed and supersede recommendations in this list. Before each consecutive interval is performed, all maintenance from the previous intervals must be performed.

If any discrepancies are found with the generator systems that are not covered under this scope of work, the Contractor shall provide the following:

• Detailed report noting the discrepancy found

• Bill of Materials (BOM) to include component name, quantity, part number, and price for any repair material required and material lead time

• Price quote for repair labor

• Photographs of deficiency

At a minimum, the following work shall be completed:

A. SEMI-ANNUAL PMI SCHEDULE (Every 6 months ±30 days)

1. Visual Inspection

Conduct visual inspection around generator:

• Check for evidence of leaks, damage, loose or missing hardware

• Inspect engine and generator wiring harness for wear and damage

• Inspect supports and spring isolators for soundness and stability

• Inspect system for corrosion

• Hoses and Clamps – Inspect and replace if needed

• Belts – Inspect and adjust/replace if needed

• Inspect all fuel, oil, and water piping for secure mounting and leaks

• Inspect exhaust piping and muffler insulation

• Check/service air cleaner

2. Batteries

• Battery charger – Inspect operation and clean

• Battery electrolyte level and specific gravity – Check and adjust. Add distilled water as needed

• Perform battery load/condition test

• Clean battery terminals and lugs (apply grease on terminal connections)

• Note battery age and recommend replacement if 3 years or older

3. Fluids and Filters

• Cooling System Coolant Level - Check and adjust

• Coolant conditioner (DCA/SCA) / Antifreeze protection – Check and adjust to specs

• Jacket Water Heater - Check proper operation

• Water pump - Check

• Engine Oil Level - Check and add if needed

• Fuel/water separators – Drain water

• Engine Air Cleaner Service Indicator – Check, replace filter if needed

• Check fuel filter restriction. Replace filters if required

• Generator Room

• Air intake/exhaust – Ensure nothing obstructs airflow; louvers are free and operate properly

5. Control Panel/Generator Cabinet

• Open all cabinets; remove panel covers to clean/inspect

• Clean dust and vacuum all the controls, meters, switching mechanism components, interior buswork, remote start control panel, annunciator, disconnect breaker and connecting lugs

• Inspect/Check buswork and supporting hardware for cracks, corrosion, or any type of deterioration

• Check all control wiring and power cables (especially wiring between or near hinged door) for sign of wear and deterioration. Secure and/or protect wiring and cables as required

• Check the cabinet interior for loose hardware – tighten connections

• Electrical Connections - Check tightness

• Clean and remove dust from panels

• Check for hot spots using non-contact temperature gun or IR camera

6. Grounding System Semi-Annual Inspection: Grounding, Bonding, and Objectionable Current

• The Contractor shall inspect and verify proper grounding, bonding and neutral configuration of the generator installation per NFPA 70 (National Electrical Code) Article 250 standards and applicable manufacturer instructions.

• All grounding, bonding, neutral-configuration, and objectionable-current checks shall be performed only within the training and qualifications of a generator technician, in accordance with site safety requirements. Work inside energized switchgear or beyond this scope shall be referred to appropriately qualified electrical personnel.

• Inspect accessible grounding and bonding conductors at the generator, generator-mounted junction boxes, and ATS enclosure exterior for damage, looseness, corrosion, or overheating; confirm generator frame and enclosure bonding is intact.

• Verify external bonding jumpers on the generator (enclosure sections, doors, bases, if provided) and visible ATS grounding/bonding connections and conduit fittings are present, tight, and undamaged.

• With the system energized and following safety procedures, use a clamp-on ammeter to check for objectionable current on accessible grounding/bonding conductors at the generator and ATS; report any sustained current that appears abnormal or any apparent shock hazard.

7. Automatic Transfer Switch (ATS) - Basic Inspection

NOTE: If ATS maintenance is included under OPTION 2, perform only basic inspection here. Full ATS service will be performed under OPTION 2.

• Inspect seals

• Note date of last control battery change (Replace if 2 years or older)

• Check for hot spots using non-contact temp gun or IR camera

• Inspect/Check buswork and supporting hardware for carbon tracking, cracks, corrosion, or any type of deterioration

• Check all control wiring and power cables for sign of wear and deterioration

• Check for evidence of overheating contacts

• Exercise ATS (with prior COR approval):

• Electronic operation from normal source position to alternate source position and return to normal

• Check ATS operation, calibrate and record time delays if necessary

• Observe and record retransfer/cool down time

NOTE: The primary objective of this "test" is to exercise the moving mechanical parts of the ATS which will seize if left in one position without regular operation.

8. Engine Control Module (ECM)

• Plug in OEM computer/diagnostic hardware.

• Review fault history

• Download status report or similar depending on manufacturer to be submitted with report

• Clear non-critical fault codes after documentation

NOTE: Most modern engines utilize electronic controls which require proprietary OEM software to access parameters, replace control boards and perform diagnostic tests (e.g., CAT ET, Cummins InPower).

9. Run Unit – No Load

• Run the generator with no load for 10 minutes

• Remote Start Panel - Inspect and test operation

• Check the generator for unusual conditions, such as: excessive vibration, leaks, smoke

• Verify all meters, gauges and indicators are normal and functioning properly

10. Run Unit – With Load

Start unit and run under load for minimum 2 hours at 75-80% of rated capacity:

• Unit should be run under facility load if COR authorizes to test and exercise entire system

• If facility load is not permissible or is not a minimum of 50% of rated capacity, the unit shall be exercised with a load bank to a minimum 75-80% capacity for 2 hours

NOTES:

• The only way to ensure your system functions and is available in the event of an outage is to perform a real load test with the facility

• Continual low or no-load running results in low pressures in the engine cylinders which do not allow the piston rings to seat resulting in oil entering the combustion chamber and exhaust tract. This is commonly referred to as "wet stacking" and can cause reduced capacity, equipment damage and premature failure

• Loading of the generator will ensure proper performance of cooling and ventilation systems and that unit can run for extended periods under load without overheating

• Performing a load bank test in addition to the facility load will also exercise and verify operation of post load bank

During Load Test:

• Automatic Start/Stop – Inspect

• Check louvers, shutters and room exhaust fans for proper operation

• Generator Set Vibration – Inspect

• Read and record all key performance indicators from gauges/meters/ECM:

• Ambient Temperature

• Coolant Temperature

• Oil Pressure

• DC Voltage

• Frequency (HZ)

• Amps (A/B/C phases)

• Volts (AB/BC/CA)

• Volts Phase-Neutral (A/B/C)

• Power Factor (PF)

• KW output

• % of Capacity

• Fuel Consumption at this load

• Record Alternator bearing temperatures

• Check exhaust for excessive black or white smoke

• Check turbocharger for vibrations or any abnormal noise during operation

• Check generator bearing for noise and overheating

• Check exhaust manifold, flexible exhaust, muffler, and piping for leaks and secure mountings

• Check Crankcase breather/Blow By

• Check/service air filter

• Record time delays:

• Time delay to start

• Time delay to emergency power

• Time delay to normal power

• Engine cool down time

11. Post-Service Activities

• Ensure system is left in proper position for automatic start and transfer

• Clean generator. Wash radiator if necessary

• Annotate date, hours and maintenance in Generator log, complete maintenance checklist and deficiency report and brief COR

• Perform any additional maintenance tasks as recommended in the manufacturer's operation and maintenance manuals

• Submit Service Inspection and Test Report to COR and email electronic copies to powersupport@state.gov

B. ANNUAL PMI SCHEDULE (Every 12 months)

NOTE: It may be necessary to perform the annual inspection first when contract is awarded (e.g., don't wait a year if these items are required now).

1. Conduct Semi-Annual PMI Service

Perform all tasks listed in Section 5.A (Semi-Annual PMI Schedule) above.

2. Engine Air System

• Engine Air Cleaner Elements – Replace (do not clean)

• Engine Crankcase Breather – Clean

• Intake louvers and ducts – Inspect

3. Fluid Analysis and Changes

• Engine Oil Sample - Obtain and perform laboratory analysis. Submit report to COR within 30 days

• Engine Oil and Filter(s) – Replace

• Annotate date and hours on all filters when replaced

• Fuel Filters and Water Separators – Replace

• To include filters to day tanks

• Clean any fuel screens, strainer in the fuel suction line.

• Obtain fuel sample at day tank and storage tank for laboratory analysis

• Cooling System Coolant Sample - Test

• Cooling System Supplemental Coolant Additive (SCA/DCA) – Test and add.

• Coolant filter – Change if applicable

4. Cooling System Maintenance

• Radiator – Clean (follow manufacturer's recommendation)

• Fan bearing – Inspect/Grease per manufacturer schedule

5. Engine Mechanical Systems

• Crankshaft Vibration Damper - Inspect

• Engine Protective Devices - Check

• Turbocharger – Inspect/Check

• Clean and lubricate fuel pump linkages if applicable

• Check injector pump and injectors for flow rate pressure

6. Engine Control Module (ECM) - Comprehensive

• Download status report or similar depending on manufacturer to be submitted with report

• Test unit safety shutdowns

• Provide post an electronic copy of ECM program file (backup)

• Verify all parameters are set correctly per manufacturer specifications

7. AC Alternator Inspection

• Inspect for moisture, dust, oil, grease, and debris on main stator windings, exciter

• Check commutator & slip rings, rotor & stator, bearings, bearing lubrication, voltage regulator

• Measure & record resistance readings of windings with insulation tester (Megger)

• Clean as needed

• Check Rotating Rectifier

• Inspect/Check Varistor

• Grease generator bearing per manufacturer's maintenance schedule

8. Grounding System Annual Inspection: Grounding, Bonding, Neutral Configuration, and Objectionable Current (In addition to semi-annual tasks above.)

• With the generator de-energized and locked out, inspect accessible internal grounding and bonding connections in the generator terminal box/control cabinet for tightness, integrity, overheating, and corrosion.

• Verify, using nameplate, ATS labeling, and available one-line diagrams, that neutral-to-ground bonding matches the system configuration:

• Separately derived system (typically 4‑pole ATS with switched neutral): neutral-to-ground bond only at the designated point.

• Non–separately derived system (typically 3‑pole ATS with solid neutral): no additional neutral-to-ground bonds at generator or ATS.

• Do not alter neutral or grounding connections; report any suspected mis-bonding or multiple neutral-ground bonds.

• With the system in normal operation, use a clamp-on ammeter on accessible grounding/bonding conductors at the generator and ATS to identify any **objectionable current. ** Document abnormal readings and recommended follow-up by qualified electrical personnel.

9. Additional Maintenance Per Manufacturer Schedule

A. Generator Bearing

• Inspect/Grease as recommended by manufacturer's maintenance schedule

B. Engine Generator Batteries

• Replace if 3 years old

• Dispose of old batteries in accordance with environmental regulations

• NOTE: Indicate age of current batteries on equipment sheet for planning purposes and proper quotation

C. Cooling System Coolant

• Flush system and replace per manufacturer's maintenance schedule with coolant per manufacturer specifications

• Every 3 years since last change

• Every 6 years for Extended Life Coolant

• When performing coolant change: flush engine and replace engine thermostats

• Replace hoses if necessary

• NOTE: Indicate age of coolant on equipment sheet for planning purposes and proper quotation. If this hasn't been done or age is unknown – this needs to be performed at Contractor's first service

D. Engine Valve Lash/Injector Height

• Inspect/Adjust per manufacturer's maintenance schedule

• Replace rocker cover gaskets and torque to proper specs

• NOTE: Typically, manufacturers require an initial valve lash to be performed. This may occur at 250hrs or up to 1500hrs depending upon manufacturer and model number. Many manufacturers and models require this to be done annually or according to a schedule based on run time. This needs to occur at first service if this has not been done and according to manufacturer's requirements thereafter. Indicate date and hours on equipment list for planning and proper quotation.

10. Post-Service Activities

• Ensure system is left in proper position for automatic start and transfer

• Clean generator. Wash radiator if necessary

• Annotate date, hours and maintenance in Generator log, complete maintenance checklist and deficiency report and brief COR

• Perform any additional maintenance tasks as recommended in the manufacturer's operation and maintenance manuals

• Submit Service Inspection and Test Report to COR and email electronic copies to powersupport@state.gov

C. INITIAL CONTRACT SERVICE REQUIREMENTS

At the start of this contract, the Contractor shall supply to post:

• 1 set of engine belts per unit to be kept onsite

• Provide labor to replace belts as needed during regular scheduled service based on inspection

• 1 set of fuel filters and water separators per unit to be kept onsite (in addition to items supplied at annual service)

NOTE: The intent of fuel filters and belts is to have these on hand quickly as needed in the event of fuel contamination or belt failure. Post should ensure these get restocked if used.

6. OPTION 1 - LOAD BANK PLANNED MAINTENANCE AND INSPECTION

NOTE: This option is for dedicated load bank maintenance. As the Government exercises this option, the Contractor shall perform the following maintenance on load bank equipment.

A. SEMI-ANNUAL LOAD BANK PMI (Every 6 months ±30 days)

• Visual and Operational Inspection

• Inspect enclosure for damage, corrosion, or water intrusion

• Check ventilation openings for obstructions

• Inspect power cables and connectors for damage, wear, or overheating

• Check for hot spots using non-contact temperature gun or IR camera

• Verify all switches, controls, and indicator lights function properly

• Inspect cooling fans (if equipped) for proper operation

• Resistive Elements

• Visually inspect elements for damage, overheating, or discoloration

• Check element mounting hardware for tightness

• Verify proper spacing between elements

• Operational Test

• Connect load bank to generator per manufacturer's instructions

• Perform load test at various load steps

• Verify accurate load measurement and display

• Check for unusual noise, vibration, or odors

• Document all test results

• Post-Service Activities

• Clean load bank exterior

• Ensure load bank is properly stored or secured

• Complete maintenance checklist and brief COR

• Submit Service Inspection and Test Report to COR and email to powersupport@state.gov

B. ANNUAL LOAD BANK MAINTENANCE (Every 12 months)

Perform all tasks listed in Section 6.A (Semi-Annual Load Bank Inspection) above, PLUS:

• Comprehensive Electrical Inspection

• Inspect and tighten all electrical connections

• Perform insulation resistance test (Megger test) on load elements

• Measure and record resistance values of load elements

• Verify proper operation of all protective devices

• Mechanical Service

• Clean interior of load bank enclosure

• Lubricate fan motors and bearings per manufacturer schedule (if equipped)

• Replace air filters if equipped

• Inspect structural components and mounting hardware

• Full Capacity Test

• Perform full capacity load test

• Verify load bank achieves rated capacity

• Monitor and record temperatures at various load levels

• Verify accuracy of load measurements

• Grounding Verification

• Verify load bank frame is properly grounded

• Inspect grounding connections for tightness and corrosion

• Post-Service Activities

• Update equipment history records

• Provide recommendations for future maintenance if deficiencies noted

• Submit comprehensive Service Inspection and Test Report to COR and email to powersupport@state.gov

7. OPTION 2 - AUTOMATIC TRANSFER SWITCH PLANNED MAINTENANCE AND INSPECTION

NOTE: This option is for comprehensive ATS maintenance beyond the basic inspection included in the base generator service. As the Government exercises this option, the Contractor shall perform the following maintenance on Automatic Transfer Switch equipment.

• Qua****lified Personnel

• Contractors shall use technicians qualified and authorized to perform electrical work on ATS equipment in accordance with Manufacturer requirements, and Applicable national and local electrical safety standards.

• Technicians shall be trained and experienced in ATS maintenance for applicable equipment.

• Safety and Coordination

• Follow approved lockout/tagout (LOTO) and site safety procedures.

• Obtain Contracting Officer’s Representative (COR) approval before:

• Exercising ATSs that may affect facility loads, and

• Any service requiring a power interruption.

• Coordinate outages and testing in advance with facility operations.

A. SEMI-ANNUAL ATS PMI (Every 6 months ±30 days)

• Visual and Mechanical Inspection

• Inspect ATS enclosure and doors for damage, corrosion, or water ingress.

• Check door gaskets, hinges, and latches; verify doors close and latch properly.

• Verify nameplate data and identification labels are present and legible.

• Inspect ventilation openings for dust buildup or obstructions.

• Visually inspect viewing windows, handles, and operating mechanisms for signs of wear or damage.

• Electrical and Contact Check (Non‑Intrusive)

• Inspect external connections and visible bus/cable terminations for discoloration, overheating, or obvious looseness.

• Use a non‑contact temperature meter or IR camera (if available) to check for abnormal hot spots under normal operating conditions.

• Visually inspect main and auxiliary contacts (where viewable) for signs of overheating, pitting, or burning.

• Check control wiring, especially at hinges and moving parts, for abrasion, loose supports, or damaged insulation.

• Control System Check

• Inspect control panel and interior surfaces for dust accumulation; lightly clean as needed without disturbing energized parts.

• Verify all indicator lights, position/status indicators, and displays function correctly.

• Verify operation of control switches (Auto/Off/Manual, Test, Bypass, etc.).

• Check control power supply voltage (where accessible) and confirm it is within manufacturer limits.

• Check date/age of control batteries (if equipped) and recommend replacement if ≥ 2 years or per manufacturer guidance.

• Functional/Operational Test

(Only when approved by COR and safe for the facility)

• Perform an ATS exercise or transfer test in accordance with site procedures

• Verify:

• Transfer from normal to emergency and retransfer to normal.

• Proper operation in automatic mode and manual/bypass modes (if provided and safe to operate under load).

• Time delays and cooldown timers are reasonable and match existing settings.

• Position indicators and remote status signals (if used) match actual ATS position.

• Safety / Interlocks

• Check mechanical and electrical interlocks, including bypass‑isolation interlocks where applicable, for proper operation.

• Confirm ATS is left in automatic position after testing.

• Documentation

• Record date, ATS ID, location, and basic test results.

• Note any abnormal conditions, deficiencies, or recommended corrective actions.

• Provide a brief Semi‑Annual ATS Service Report to the COR and send an electronic copy to powersupport@state.gov.

B. ANNUAL ATS PMI (Every 12 months)

NOTE: This service requires a facility power outage and prior COR approval.

Perform all tasks listed in Section 7.A (Semi-Annual ATS PMI) above, PLUS the following additional tasks:

• De‑Energized Cleaning

• De‑energize ATS in accordance with approved LOTO procedures and verify absence of voltage.

• Remove covers as necessary to safely access internal components.

• Clean and vacuum interior of ATS.

• Clean arc chutes, barriers, and insulators.

• Electrical Integrity and Connections

• Inspect and tighten accessible power and ground connections to manufacturer torque values.

• Check for loose hardware, damaged insulation, corrosion, or carbon tracking on bus, lugs, and insulators.

• Inspect all internal wiring for damage, discoloration, or brittle insulation, with special attention to moving/hinged areas.

• Contact Inspection

• Inspect main power contacts and arc surfaces for erosion, pitting, and overheating.

• Inspect auxiliary contacts associated with position indication, generator start, and interlocks.

• Clean contacts as recommended by the manufacturer; do not file or dress contacts beyond OEM guidance.

• Recommend contact repair or replacement if wear is excessive or if contact resistance is suspected to be abnormal.

• Insulation resistance (Megger) testing: When requested

• Perform insulation resistance (Megger) testing on ATS power circuits only where permitted by the manufacturer and when specifically requested by the Government (e.g., periodic detailed testing or investigation of suspected insulation issues).

• Do not perform insulation resistance testing on electronic control circuits or solid‑state devices.

• Mechanical System Service

• Inspect operating mechanisms, linkages, and pivot points for wear, misalignment, or binding.

• Lubricate moving parts per manufacturer’s instructions (only with approved lubricants).

• Verify operation of springs, latches, and interlocks.

• For bypass‑isolation ATSs, verify proper operation of bypass and isolation mechanisms.

• Control and Protective Devices

• Test operation of control circuits, relays, and timers (time delays, cooldown, retransfer, etc.).

• Confirm time delay settings match site requirements and record current settings.

• Check control power supply and battery charger (if present).

• Replace control batteries if 2 years older or per manufacturer recommendations.

• Functionally test protective devices associated with the ATS (e.g., control‑level protective relays, phase loss/phase rotation, ground fault indication if applicable), consistent with OEM and site policy.

• Operational Test Under Load (When authorized)

• With COR approval and facility coordination, perform a transfer test under typical load conditions:

• Verify transfer from normal to emergency source and retransfer to normal.

• Check that transfer/retransfer times are acceptable and record them.

• Verify proper operation of all modes available (automatic, manual, test, and bypass if equipped).

• Confirm all mechanical and electrical interlocks function as intended.

• Grounding and Bonding

• Verify ATS frame and enclosure grounding is intact.

• Inspect grounding conductors, ground bar, and any enclosure bonding straps for tightness and corrosion.

• Correct minor deficiencies and report any issues that require additional work.

• Post‑Service and Documentation

• Remove LOTO and return the ATS to normal configuration and automatic mode.

• Verify normal source is supplying the load (or as directed by COR).

• Record:

• All tests performed, settings verified or changed, and any measured values taken.

• All deficiencies found and recommended corrective actions.

• Update equipment maintenance records if provided by the Government.

• Submit a Comprehensive Annual ATS Service Inspection and Test Report to the COR and email electronic copies to powersupport@state.gov.

8. OPTION 3 - DAY TANK PLANNED MAINTENANCE AND INSPECTION

NOTE: Diesel fuel in day tanks stored under normal moderate environmental conditions should be useable for 12 months or more at 20°C (68°F) and 6-12 months at 30°C (85°F). Storage life is shortened by:

• Water which permits the growth of fungus and bacteria

• Exposure to temperatures greater than 30°C (85°F)

• Contact with zinc or copper

• Poor original fuel quality

• Exposure to dirt and other contaminants

NOTE: This option covers day tank checks associated with generator operation. It focuses on basic condition, leaks, fuel level, and proper operation of day tank controls and transfer equipment. It does not cover main tanks, bulk fuel storage systems, or regulatory compliance inspections.

A. SEMI-ANNUAL DAY TANK PMI (Every 6 months ±30 days)

The Contractor shall perform the following basic checks at each day tank:

• Visual Inspection

• Inspect tank exterior for visible damage, corrosion, or leaks

• Check tank mounting and supports appear secure

• Check secondary containment (if present) for cracks or accumulated liquid

• Look for signs of fuel staining or spills around the tank

• Verify tank grounding connection is present and appears intact

• Fuel Level / Fuel Lines

• Check and record day tank fuel level

• Inspect visible fuel supply line from main tank to day tank for damage or leaks

• Verify fuel return line to main tank is connected and not leaking (for automatic fill systems)

• Check fuel line supports appear secure

• Check visible fuel line supports and hangers for secure condition.

• Ventilation

• Check tank vent pipe and cap are not blocked by debris, insects, or ice

• Verify vent opening is clear

• Check overflow pipe (if present) is not obviously blocked

4. Basic Fuel Quality Check

• Drain water from bottom of tank

• Visually inspect drained fuel for water, sediment, or contamination

• If water or contamination is present, notify COR

5. Controls and Alarms

• Verify fuel level gauge reads correctly

• Test high and low level alarms using control panel test function

• Verify control panel powers up and shows normal status

6. Autofill/Return System Test

• Test autofill/return operation using normal test procedure

• Verify fuel transfer/return pump(s) starts and stops properly

• Check for unusual noises or leaks during operation

7. Housekeeping

• Ensure area around tank is clean and accessible

• Clean up any minor spills per site procedures

8. Post Service

• Record date, findings, and actions in equipment log

• Notify COR of any leaks, control issues, or fuel quality concerns

• Submit Service Inspection and Test Report to COR and email to powersupport@state.gov

B. ANNUAL DAY TANK INSPECTION (Every 12 months)

Perform all tasks listed in Section 8.A (Semi-Annual Day Tank Inspection) above, PLUS:

1. Detailed Visual Inspection

• Inspect tank exterior, visible welds, and fittings more thoroughly for corrosion or damage

• Check that tank is not settling or shifting on supports

• Inspect tank grounding conductor for damage; verify connection is tight at tank

2. Fuel System Check

• Inspect fuel return line routing back to main tank for damage, kinks, or improper support

• Check all visible fuel line connections for tightness

3. Vent System Check

• Inspect visible vent piping for damage, corrosion, or improper support

• Check vent screen or flame arrestor (if equipped) for blockage

4. Fuel Sample for Lab Testing

The contractor shall perform once a year the following fuel test:

• Obtaining fuel sample from day tank

• Send sample to qualified laboratory for testing:

• Water content

• Microbial contamination

• Fuel degradation/stability

• Sediment and particulates

• Provide laboratory report to COR within 30 days

• Recommend corrective actions based on results (fuel treatment, cleaning, etc.)

5. Transfer Pump Functional Test

• Run fuel transfer pump(s) for extended period to verify stable operation

• Check for leaks at pump seals and fittings

• Verify level switches and generator interlocks function correctly

• Confirm all indicator lights and alarms operate properly

6. Electrical Connections

• Visually inspect wiring at day tank controls and pump for damage or overheating

• Check that electrical connections are tight and free from corrosion

• Verify electrical conduit connections are secure

7. Documentation

• Update equipment log with findings and actions

• Record fuel test results.

• Document condition of grounding, vent system, and return line

• Recommend specialized service if issues are beyond scope of this inspection

• Submit Annual Day Tank Service Report to COR and email to powersupport@state.gov

9. DELIVERABLES

The following items shall be delivered under this contract:

Description

QTY

Delivery Date

Deliver to

Names, biographic data, police clearance on Contractor personnel

1

5 days after contract award

COR

Certificate of Insurance

1

10 days after contract award

CO

OEM Certification Documentation

1

10 days after contract award

COR

Strategic Plan for Generator Maintenance

1

10 days after contract award

COR

Maintenance Schedule and Checklist for COR approval

1

15 days after contract award

COR

Semi-Annual PMI Checklist (signed by Contractor's employee)

1

After completion of each semi-annual service

COR and powersupport@state.gov

Semi-Annual Service Report

1

After completion of each semi-annual service

COR and powersupport@state.gov

Annual PMI Checklist (signed by Contractor's employee)

1

After completion of each annual service

COR and powersupport@state.gov

Annual Service Report

1

After completion of each annual service

COR and powersupport@state.gov

Oil Analysis Laboratory Report

1

30 days after completion of each annual service

COR and powersupport@state.gov

Fuel Analysis Laboratory Report

1

30 days after completion of each annual service

COR and powersupport@state.gov

Grounding System Inspection Report

1

After completion of each annual service

COR and powersupport@state.gov

ECM Program File Backup

1

After completion of each annual service

COR and powersupport@state.gov

Certification of disposal of toxic chemicals by local authorities

1

Within 5 days after each service involving waste disposal

COR

Deficiency Report with Cost Estimate

1

As deficiencies are identified

COR

OPTION 1: Load Bank PMI Checklist

1

After completion of each load bank service

COR and powersupport@state.gov

OPTION 1: Load Bank Service Report

1

After completion of each load bank service

COR and powersupport@state.gov

OPTION 2: ATS PMI Checklist

1

After completion of each ATS service

COR and powersupport@state.gov

OPTION 2: ATS Service Report

1

After completion of each ATS service

COR and powersupport@state.gov

OPTION 3: Day Tank PMI Checklist

1

After completion of each day tank service

COR and powersupport@state.gov

OPTION 3: Day Tank Service Report

1

After completion of each day tank service

COR and powersupport@state.gov

OPTION 3: Day Tank Fuel Analysis Report

1

30 days after completion of each annual day tank service

COR and powersupport@state.gov

Invoice

1

After completion of each maintenance service

CO

10. APPLICABLE PUBLICATIONS

The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures, including but not limited to:

10.1 NFPA Standards:

• NFPA 70 - National Electrical Code (NEC)

• NFPA 110 - Standard for Emergency and Standby Power Systems

• NFPA 111 - Standard on Stored Electrical Energy Emergency and Standby Power Systems

• NFPA 30 - Flammable and Combustible Liquids Code (for day tank systems)

10.2 Manufacturer Documentation:

• Original Equipment Manufacturer (OEM) Operation and Maintenance Manuals for all equipment

• OEM Service Manuals

• OEM Parts Manuals

• OEM Technical Service Bulletins

10.3 Government Standards:

• OBO/FAC Maintenance Alert #A20-001 - Generator and Automatic Transfer Switch Monthly Exercise/Prime Power Operations

• Local facility safety procedures

• Post-specific generator operating procedures

10.4 Industry Standards:

• IEEE Standards for generator systems (as applicable)

• ASTM Standards for fuel and lubricant testing

• SAE Standards for engine maintenance

• UL Standards for transfer switches and load banks

10.5 Safety Standards:

• OSHA regulations for workplace safety

• Local environmental regulations for hazardous waste disposal

• Material Safety Data Sheet (MSDS) requirements

ATTACHMENT 1 TO:

DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT, GOVERNMENT FURNISHED PROPERTY

EQUIPMENT LIST

D5090 - GENERATOR INFORMATION (for each unit):

Uniformat

D5090

Genset Manufacturer & Model Genset #1

Caterpillar CAT 3512

Genset Serial #

YAK000637

Engine Manufacturer & Model

CAT 3512

Manufacturer Date

2012

Prime Rating

1020

Genset Control Panel Model

EMCP4.2

Engine Hours & Date

10139.5

Hrs and Date Battery change

2024

Hrs and Date Coolant change

2022

Hrs and Date valve lash adjust

2022

Genset Manufacturer & Model Genset #2

Caterpillar CAT 3512

Genset Serial #

YAK000631

Engine Manufacturer & Model

CAT 3512

Manufacturer Date

2012

Prime Rating

1020

Genset Control Panel Model

EMCP4.2

Engine Hours & Date

10702.5 @ 06-16-2026

Hrs and Date Battery change

10702.2 @ 06-16-2026

Hrs and Date Coolant change

2022

Genset Manufacturer & Model Genset #3

CAT 3456/SR-4B

Genset Serial #

CAT00000VCB01355

Engine Manufacturer & Model

Manufacturer Date

2005

Prime Rating

410

Genset Control Panel Model

EMCP PW 1.1

Engine Hours & Date

474

Hrs and Date Battery change

2026

Hrs and Date Coolant change

2022

Maintenance History:

• Previous service Date: _______________

• Previous service Hours: _______________

• Current Engine Hours: _______________

• Battery Age (Date of last replacement): 3______________

• Coolant Age (Date of last change / Type): _______________

• Last Valve Lash Adjustment (Date and Hours): _______________

OPTION 1 – D5090 - LOAD BANK INFORMATION:

Uniformat

D5090

Loadbank Manufacturer & Model LB #1 / GEN #1

Avtron Power Solutions 4820/D29650-8

Loadbank Serial #

185/10-1

Manufacturer Date

2022

Size Rating

2000 KW

Voltage

480 V

Loadbank Manufacturer & Model LB #2 / GEN #2

Avtron Power Solutions 4820/D29650-8

Loadbank Serial #

186/10-1

Manufacturer Date

2022

Size Rating

2000 KW

Voltage

480 V

OPTION 2 – D5010 - AUTOMATIC TRANSFER SWITCH INFORMATION

Uniformat

D5010

ATS Manufacturer & Model ATS#2 Generator#1 To Generator#2

ASCO 700