Description
I. DESCRIPTION The American Embassy in Conakry, Guinea requires preventive maintenance services for Chancery switchgears, Demarc MV switch, PME Pad Mounted Gear Switch and high voltage transformers at Chancery. These services shall result in all systems being serviced under this contract being in good operational condition when reactivated. II. PERFORMANCE WORK STATEMENT This is a firm fixed price contract payable entirely in US Dollars (USD). Prices for all Contract Line-Item Numbers (CLIN) shall include proper disposal of toxic substances as per Item 8.4 where applicable. No additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because of the contractor's failure to properly estimate or accurately predict the cost or difficulty of achieving the results required. The contract price will not be adjusted due to fluctuations in currency exchange rates. The contract will be for a period of one-year, with a maximum of three, one-year options; and will be expected to commence from the date of notice to proceed. III. PRICING The rates below include all costs associated with providing preventive maintenance services in accordance with the attached scope of work, and the manufacturer’s warranty including materials, labor, insurance (see FAR 52.228-4 and 52.228-5), overhead, profit and GST (if applicable). IV. VALUE ADDED TAX VALUE ADDED TAX. Value Added Tax (VAT) is not applicable to this contract and shall not be included in the CLIN rates or Invoices because the U.S. Embassy has a tax exemption certificate from the host government. 1. Base Year. The Contractor shall provide the services shown below for the base period of the contract and continuing for a period of 12 months. CLIN Description Quantity of Equipment Type of services No. of service Unit price / service ($) Total per year ($) 101 Switch Medium Voltage Demarc, 20KV SM6 1 Semi-Annual 2 102 Switch Medium Voltage Isolation, 20KV PME-5 1 Semi-Annual 2 103 Transformer 20KV/400 V – 2500 KVA (Chancery) 1 Semi-Annual 2 104 NEC Switchgears 1 Annual 1 105 SWITCHBOARD 1 Annual 1 106 SWITCHBOARD 1 Annual 1 107 SWITCHBOARD 1 Annual 1 107 Defense Base Act (DBA) 1 Annual 1 Total Base Year 2. Option Year 1. The Contractor shall provide the services shown below for Option Year 1 of the contract and continuing for a period of 12 months. CLIN Description Quantity of Equipment Type of services No. of service Unit price / service ($) Total per year ($) 101 Switch Medium Voltage Demarc, 20KV SM6 1 Semi-Annual 2 102 Switch Medium Voltage Isolation, 20KV PME-5 1 Semi-Annual 2 103 Transformer 20KV/400 V – 2500 KVA (Chancery) 1 Semi-Annual 2 104 NEC Switchgears 1 Annual 1 105 SWITCHBOARD 1 Annual 1 106 SWITCHBOARD 1 Annual 1 107 SWITCHBOARD 1 Annual 1 107 Defense Base Act (DBA) 1 Annual 1 Total Base Year 3. Option Year 2. The Contractor shall provide the services shown below for Option Year 2 of the contract and continuing for a period of 12 months. CLIN Description Quantity of Equipment Type of services No. of service Unit price / service ($) Total per year ($) 101 Switch Medium Voltage Demarc, 20KV SM6 1 Semi-Annual 2 102 Switch Medium Voltage Isolation, 20KV PME-5 1 Semi-Annual 2 103 Transformer 20KV/400 V – 2500 KVA (Chancery) 1 Semi-Annual 2 104 NEC Switchgears 1 Annual 1 105 SWITCHBOARD 1 Annual 1 106 SWITCHBOARD 1 Annual 1 107 SWITCHBOARD 1 Annual 1 107 Defense Base Act (DBA) 1 Annual 1 Total Base Year 4. Total for all years: Base Year $__________ Option Year 1 $__________ Option Year 2 $__________ TOTAL $__________ 5. Repair option. Repairs are NOT included under this agreement (see 7.1.3) and are to be done outside this contract. However, we would like to have current labor rates in the event that there is an issue discovered during the preventive maintenance of the specified equipment. Please provide your current labor rates in the Repair Option fields below. As stated in 7.1.3 any necessary repairs or parts will be submitted for approval and then billed against a separate PO. The Contractor is not approved to do any additional work without approval. Repair Labor Rates Base Year $__________/hr Option Year 1 $__________/hr Option Year 2 $__________/hr 6. NOTICE TO PROCEED After Contract award and submission of acceptable insurance certificates and copies of all applicable licenses and permits, the Contracting Officer will issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of Contract award unless the Contractor agrees to an earlier date) on which performance shall start . DESCRIPTION/SPECIFICATION/WORK STATEMENT 1.0 EQUIPMENT AND PERFORMANCE REQUIREMENTS 1.1. The American Embassy in Conakry, Guinea requires the Contractor to maintain the following systems in a safe, reliable, and efficient operating condition. Please see equipment list for a more detailed description. NEC switchgears SQUARE D QED (3) Switch Board QED 4000 A (2) Switch Board QED 200 A (1) Switch Board QED 1200 A (1) Transformer 20KV/400v – 2500 KVA (Cooper Power System) DEMARC MV SWITCH, 20KV, SM6-CM 400A, 50HZ, IEC 62271-200, Merlin Gerin MV SWITCH, 20KV BACK OF GEN ROOM, S&C PME PAD-MOUNTED GEAR Switch 1.2. The Contractor shall provide all necessary managerial, administrative and direct labor personnel, as well as all transportation, equipment, tools, supplies and materials required to perform inspection, maintenance, and component replacement as required to maintain the systems in accordance with this work statement. Under this Contract the Contractor shall provide: The services of trained and qualified technicians to inspect, adjust, and perform scheduled preventive maintenance; and provide consumable materials. 1.3. Performance Standards The generators shall always be ready to provide emergency power during normal working hours in the event of City power failure. The Contractor shall schedule all preventive maintenance work with the site Facility Manager to avoid disrupting the business operation of the Embassy. 2.0 HOURS OF PERFORMANCE 2.1. The Contractor shall maintain work schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post. The Contractor shall deliver standard services between the hours of 8:00 AM and 5:00 PM Monday through Thursday and 08:00 AM to 12:00 Noon Friday. No work shall be performed on US Government and local holidays. Scheduled power outages to be performed only Saturday. ACCESS TO GOVERNMENT BUILDINGS AND STANDARDS OF CONDUCT 3.1 General. The Contractor shall designate a representative who shall supervise the Contractor’s technicians and be the Contractor’s liaison with the American Embassy. The Contractor’s employees shall be on-site only for contractual duties and not for any other business or purpose. Contractor employees shall have access to the equipment and equipment areas and will be escorted by Embassy personnel. 3.2 Personnel Security . The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall be used on this Contract prior to their utilization. Submission of information shall be made within 5 days of award of contract. No technician will be allowed on site without prior authorization. Note: this may include cleared personnel if advance notice of visit is not given at least one week before the scheduled visit. 3.2.1 Vehicles . Contractor vehicles will not be permitted inside the Embassy compound without prior approval. If you need to have vehicle access, please submit your vehicle information (Make, Model, License Plate #) along with a written justification as to why access is necessary. This should be submitted to the Contracting Officer Representative (COR) at least one (1) day prior to the visit. 3.2.2 Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall always display identity card(s) on the uniform while providing services under this contract. These identity cards are the property of the US Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. 3.3. Standards of Conduct 3.3.1 General. The Contractor shall maintain satisfactory standards of employee competency, conduct, cleanliness, appearance, and integrity and shall be responsible for taking such disciplinary action with respect to employees as may be necessary. Each Contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the United States Government. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the Government. 3.3.2 Uniforms and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms when on duty. All employees shall wear uniforms approved by the Contracting Officer's Representative (COR). The Contractor shall provide, to each employee and supervisor, uniforms and personal equipment. The Contractor shall be responsible for the cost of purchasing, cleaning, pressing, and repair of the uniforms. 3.3.3 Neglect of Duties . Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays, or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security. 3.3.4 Disorderly Conduct . The Contractor shall not condone disorderly conduct, use of abusive or offensive language, quarreling, and intimidation by words, actions, or fighting. Also included is participation in disruptive activities that interfere with normal and efficient Government operations. 3.3.5 Intoxicants and Narcotics . The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances which produce similar effects. 3.3.6 Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These circumstances include but are not limited to the following actions: falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records; unauthorized use of Government property, theft, vandalism, or immoral conduct; unethical or improper use of official authority or credentials; security violations; organizing or participating in gambling in any form; and misuse of weapons. 3.3.7 Key Control . The Contractor will not be issued any keys. The keys will be checked out from Post 1 by a “Cleared American” escort on the day of service requirements. 3.3.8 Notice to the Government of Labor Disputes . The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract. 4.0 SCHEDULED PREVENTIVE MAINTENANCE 4.1. General 4.1.1. The Contractor shall perform preventive maintenance as outlined in STATEMENT OF WORK. The objective of scheduled preventive maintenance is to prevent system malfunction, breakdown and deterioration when units are activated/running. 4.1.2. The Contractor shall inventory, supply and replace expendable parts (filters, Fuses, indicators, gaskets) that have become worn down due to wear and tear. The Contractor shall maintain a supply of expendable and common parts on site so that these are readily available for normal maintenance to include: Fuses, indicators, oil, chemicals, coolant, filters (Air, Oil), grease, sealant, thermostat; in addition to the appropriate tools, testing equipment, safety shoes and apparel for technicians, personal protective equipment (hands, hearing, eye protection), SDS, cleaning material and oil spill containment kits. The contractor should inventory the supply after each visit and order replacement supplies and have them delivered on site. 4.1.3. Exclusion. This contract does NOT include repair of equipment and replacement of hardware. 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. 4.1.4. 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. 4.2 Checklist Approval The Contractor shall submit to the COR a schedule and description of preventive 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. 4.2.1. The Contractor shall provide trained technicians to perform the service at frequencies stated in Exhibit A and on the equipment called out in this SOW. The technician shall sign off on every item of the checklist and leave a copy of this signed checklist with the COR or the COR's designate after the maintenance visit. 4.2.2. It is the responsibility of the Contractor to perform all manufacturers recommended preventive maintenance as well as preventive maintenance recommended by the manufacture technical manuals for the respective equipment. 5.0 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. 5.1 Contractor furnished materials will include but not limited to appropriate tools, testing equipment, safety shoes and apparel for technicians, hands, hearing and eye protection, SDS, cleaning material and oil spill containment kit. Expendable/consumable items (e.g. Fuses, oil, chemicals, filters (Air, Oil), generator starting batteries, grease, sealant, thermostat), will be maintained in the onsite inventory. See 4.1.2. 5.2 Repairs. Repairs are not included in this contract. See Item 4.1.3. Exclusions. 5.3 Disposal of used oil, and other toxic substances . The Contractor is responsible for proper disposal of toxic/hazardous substances. 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. 5.4 Chemical analysis : The Contractor is responsible for conducting laboratory analysis for coolant 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. 6.0. Load test: The Contractor is responsible for conducting an engine load test using an appropriately sized load prior to each annual transformer oil change. 7.0. 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 Certification of disposal of toxic chemicals by local authorities 1 After each change CO Checklist signed by Contractor’s employee 1 After completion of each maintenance service COR Laboratory report for chemical and oil analysis 2 7 days after completion of each 2-year service COR Load Test Report 2 After completion of each 2-year service COR Invoice 2 After completion of each maintenance service COR 8.0 INSURANCE REQUIREMENTS 8.1 Personal Injury, Property Loss or Damage (Liability ). The Contractor assumes absolute responsibility and liability for all personal injuries or death and property damage or losses suffered due to negligence of the Contractor’s personnel in the performance of this Contract. The Contractor’s assumption of absolute liability is independent of any insurance policies. 8.2 Insurance . The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this Contract, whatever insurance is legally necessary. The Contractor shall carry the following minimum insurance: Workers’ Compensation and Employer’s Liability 8.3 Worker's Compensation Insurance. The Contractor agrees to provide all employees with worker's compensation benefits as required under local laws (see FAR 52.228-4 “Worker’s Compensation and War-Hazard Insurance Overseas”). 9.0 LOCAL LAW REGISTRATION If the local law or decree requires that one or both parties to the contract register the contract with the designated authorities to ensure compliance with this law or decree, the entire burden of this registration shall rest upon the Contractor. Any local or other taxes which may be assessed against the Contract shall be payable by the Contractor without Government reimbursement. 10.0 QUALITY ASSURANCE PLAN (QAP ). 10.1 Plan . This plan is designed to provide an effective surveillance method to promote effective Contractor performance. The QAP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The Contractor, not the Government, is responsible for management and quality control to meet the terms of the Contract. The role of the Government is to conduct quality assurance to ensure that Contract standards are achieved. Performance Objective PWS Para Performance Threshold Services. Performs all services set forth in the performance work statement (PWS) 1 thru 9 All required services are performed and no more than one (1) customer complaint is received per month 10.2 Surveillance. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action. 10.3 Standard. The performance standard is that the Government receives no more than one (1) customer complaint per month. The COR shall notify the Contracting Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions-Commercial Items), if any of the services exceed the standard. 10.4. Procedures. 10.4.1 If any Government personnel observe unacceptable services, either incomplete work or required services not being performed, they should immediately contact the COR. 10.4.2 The COR will complete appropriate documentation to record the complaint. 10.4.3 If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files. 10.4.4 If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable. 10.4.5 The COR shall, as a minimum, orally notify the Contractor of any valid complaints. 10.4.6 If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint. 10.4.7 The COR will consider complaints as resolved unless notified otherwise by the complainant. 10.4.8. Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause. 11. TRANSITION PLAN/CONTACTS Within 15 days after contract award, the Contracting Officer may ask the contractor to develop a plan for preparing the contractor to assume all responsibilities for preventive maintenance services. The plan shall establish the projected period for completion of all clearances of contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract. 11.1 On site contact. The following are the designated contact personnel between the US Embassy and the Contractor Facility Manager: Christopher D Law Contracting Officer Representative Christopher D Law Technical Specialist: Mamadou Alimou Barry 12. SUBMISSION OF INVOICES The Contractor shall submit an invoice after each preventive maintenance service has been performed. Invoices must be accompanied by a signed copy of the Maintenance Checklist for the work performed including parts replacement and break down calls, if any. No invoice for preventive maintenance services will be considered for payment unless accompanied by the relevant documentation. 13. PERSONNEL HEALTH REQUIREMENTS All employees shall be in good general health without physical disabilities that would interfere with acceptable performance of their duties. All employees shall be free from communicable diseases. 14. ORDERING OFFICIAL The designated ordering individual under FAR 52.216-18 is the Contracting Officer. 15. SECURITY CLEARANCES 15.1 Work within the CAA (and other areas as designated by the RSO) must be performed by cleared American workers having Top Secret security clearances. 16. TASK ORDERS The Contracting Officer will issue task orders to the Contractor to perform any work under this contract. If a task is given orally, it will be followed up by a written task order within two (2) days of the oral order. All task orders will be in written form, state the manner of the work to be performed, and have an issue date and a date by which the work is to be completed. 17. PROJECT MANAGEMENT AND SUPERVISION In view of the importance of this project, the Contractor shall assign a specific project manager who will be the direct liaison with the COR concerning all work related to this contract. It will be the project manager’s task to direct, schedule, supervise, inspect and test the work under this contract, and to receive instructions from the COR. The Contractor’s project manager shall be able to speak and understand the English language at Level 2. Level 2 is defined as being able to verbally satisfy routine demands and limited work requirements and being able to comprehend simple written material on subjects within a familiar context. Quality control shall be the responsibility of the Contractor. The Contractor shall perform inspection visits to the work site on a regular basis. These visits shall be coordinated with the COR but shall be surprise inspections to those working on the contract. 18. DEFINITIONS “American Embassy” and “Embassy” mean the diplomatic or consular mission of the United States of America for which services are provided under this contract. “Department” means the Department of State, including all of its activities wherever located. “Government” means the Government of the United States of America unless specifically stated otherwise. 19. INSPECTION BY GOVERNMENT The services and the supplies furnished will be inspected from time to time by the COR, or his/her authorized representatives, to determine that all work is being performed in a satisfactory manner, and that all supplies are of acceptable quality and standards. The Contractor shall be responsible for any countermeasures or corrective action, within the scope of this contract, which may be required by the Contracting Officer as a result of such inspection. 20. SUBCONTRACTING The Contractor shall not subcontract any work to be performed without the express consent of the Contracting Officer. 21. SECURITY General. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual. The Government will run background checks on all proposed Contractor employees. The Contractor shall provide the names, biographic data and police clearance on all Contractor personnel who shall work on this contract. Identity Cards. The Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identify card(s) on the uniform at all times while providing services under this contract. These identity cards are the property of the Government. The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. 22. ORDERING OFFICIAL The designated ordering individual under FAR 52.216-18 is the Contracting Officer. EXHIBIT A - STATEMENT OF WORK SWITCHGEAR I. GENERAL INFORMATION: The United States Embassy Conakry, Guinea requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s electrical switchgear(s). II. PROJECT REQUIREMENTS: The Contractor shall perform preventive maintenance as described in this STATEMENT OF WORK. The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown, and deterioration when units are activated/running. DESCRIPTION OF EQUIPMENT *: * The attached equipment list provides details of the equipment to be maintained. NEC switchgears SQUARE D QED (3) Switch Board QED 4000 A (2) Switch Board QED 200 A (1) Switch Board QED 1200 A (1) Transformer 20KV/400v – 2500 KVA (Cooper Power System) DEMARC MV SWITCH, 20KV, SM6-CM 400A, 50HZ, IEC 62271-200, Merlin Gerin MV SWITCH, 20KV BACK OF GEN ROOM, S&C PME PAD-MOUNTED GEAR III. GENERAL REQUIREMENTS: The Contractor shall provide the labor, tools, and materials required to perform all preventive maintenance as outlined in this SOW. Embassy staff have service manuals for switchgears on-site. The contractor shall confirm government provided manuals are complete and current and provide the Contracting Officer’s Representative (COR) a listing of any missing or out of date manuals. The technician shall sign off on every task specified in the Statement of Work and will provide a typewritten copy of their report to the COR or the COR's designate within five business days of each maintenance visit. IV. SCOPE OF WORK - - ELECTRICAL SWITCHGEAR PREVENTIVE MAINTENANCE Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use appropriate safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO) immediately. Safety Data Sheets (SDS) for all HAZMAT shall be provided by the Contractor. Copies shall be provided to the COR for approval. The systems and components to be maintained include power conducting equipment such as switches, circuit breakers, fuses and control systems such as control panels, current transformers and protective relays. The attached equipment list provides details. The contractor shall provide the COR with a list of necessary parts and materials. The contractor shall provide emergency assistance for switchgear support, priced at an hourly rate, within 24 hrs of being contacted by the COR. 3. The Government will not provide equipment for switchgear testing: Circuit breaker lifting truck, multimeter, current leakage tester, power meter, megger, vacuum blower, wire stripper, wrench, etc. If any discrepancies are found with the switchgear(s) that are not covered under this scope of work, then the contractor shall provide the following: Detailed report noting the discrepancy found. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time. The contractor shall provide emergency assistance for switchgear support within 24 hours of being contacted by the COR. Price quote for repair labor. At a minimum , the following work must be done: 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. Lockout and disconnect the main power before tightening the main supply lugs in order to avoid the hazard of electrical shock, which could result in serious personal injury or death. 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 miss incidents to COR and assist as requested in the investigation and corrective action. At a minimum , the contractor shall comply with the following: Notes: Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service. A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure. MAINTENANCE PROCEDURES: The purpose of this Statement of Work is to ensure the switchgear(s) for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system. Coordination of scheduling maintenance shall begin 90 days in advance. Annual Schedule: Step-One, Visual Inspection: Confirm working space and clearance is maintained around all the electrical gear per the National Electrical Code (NEC) requirements. Check that the electrical room is free from foreign articles not associated with the room. Perform visual and mechanical inspection to ensure the proper operation of all factory and vender installed meters, breakers and remote power monitoring equipment associated with the switch gear. Inspect the entire switchgear for loose parts or connections. Slight discoloration or tarnish of the silver plate is normal and of no concern. Severe discoloration of the silver plate is a sign of an improper or loose contact and overheating. Inspect physical, electrical, and mechanical condition including evidence of moisture or corona. Inspect that all filters are in place, and the vents are clear. Clear loose dust and dirt using an industrial vacuum cleaner or lint free cloth. Wipe off the insulation with a clean cloth. Check to see that all anchor bolts and other structural bolts are tight. Check for undue noise and vibration. Check for evidence of loose bolted connections. Step-Two, Verification: Compare the installed metering measurements with voltage and power readings from a True RMS meter. Make calibration corrections as necessary to ensure accurate voltage and power readings. Verify the switchgear circuit breakers sizing match the drawings. Verify the proper labeling of all the breakers in the switchgear. . Verify operation of heaters and thermostats, if used Verify that the Post as-built drawings (electrical one-line) match the switchgear distribution. Make “Red Ink” corrections on a paper copy as necessary. Inform the COR and FM of any discrepancies or changes to the drawings. Verify that the required NFPA70-E safety equipment is available and in good condition for local staff to use. Refer to the manufacture’s recommendations for additional maintenance requirements. Step-Three, Inspect/Clean/Correct: Schedule power outage of equipment for cleaning. Coordinate any required outage with the COR and FM. Perform proper Lock-out/Tag-out and ensure the system is de-energized before removing panel covers and exposing any electrical bus or cabling. Under no circumstances should the equipment be energized during the maintenance operation. Photo of equipment locked and tagged out is required in final report documentation. Inspect anchorage, alignment, grounding for the equipment. Perform infrared testing on all conductor connections, buss terminations. Record hot spots on digital format for review. Inspect the bus bar connections and insulating barrier(s) for damage. Inspect the cable load connectors, standoff insulators, primary contact supports, and all accessible cable terminations for indications of insulation deterioration. Vacuum each compartment and wipe off all insulation. As applicable perform function tests on breakers, test trip units and settings. Replace any faulty batteries, fuses, or switches. Clean each compartment. Check for damage, excessive wear, or corrosion. Lubricate the primary and ground contacts and all moving joints (shutters, mechanism-operated cell (MOC), truck-operated cell (TOC), etc.) Inspect the chains/sprocket and the lifting rail of lift truck, if used for normal operation. Lubricate per manufacturer recommendations. Spot check and correct any loose components or connections. Torque loose connections identified during the infrared test or during inspection. Confirm correct operation and sequencing of electrical and mechanical interlock systems. Apply appropriate dielectric lubrication on moving current-carrying parts and on moving and sliding surfaces. All friction surfaces and articulation in the circuit breaker, disconnector and earthing switch drives must be lubricated. Refer to manufacturer’s recommendations for approved lubricants and points of lubrication. Correct any faulty, damaged, discolored, and worn components using government provided spares. Exercise all active components. Inspect mechanical indicating devices for correct operation. Inspect all power control transformers for physical damage, cracked insulation, broken leads, tightness of connections, defective wiring, proper overload protection, and overall general wiring. Follow the manufactures recommendations for additional maintenance requirements. Clean or replace any air filters present. Make calibration corrections as necessary to ensure accurate voltage and power readings on permanently installed switchgear metering. Check all control circuits by tugging on each wire to verify a snug fit. Insert all the circuit breakers to the test/disconnected position with their secondary control power plugs engaged and close the compartment doors. Connect the control power source. Close the main source of power and operate each circuit breaker electrically in the test/disconnected position. Operate the switch several times manually to verify that it is operating properly. Remove lockout/tag out in accordance with appropriate procedures. After re-energizing the equipment ensure that all components are up and functioning properly. Make the COR and FM aware of all components that are not functioning properly.