CPP Predictive Maintenance Support Service

The Architect of the Capitol (AOC) has a requirement for a contract for Capitol Power Plant, with a period of performance of a one-year base a four- one-year option periods. 1.0 General: Predictive Maintenance Support Service 1.1 Short Description: The Capitol Power Plant (CPP), commissioned in 1909, is a District Heating and Cooling Plant that generates utility steam and chilled water for the heating and cooling of various Buildings throughout the Capitol Hill Campus 1.2 Background: The West Refrigeration Plant (WRP) and West Refrigeration Plant Expansion (WRPE) provides chilled water utilized for Capitol complex cooling of the House, Senate, Capitol, Library of Congress, and other facilities. The WRP was built in the 1970’s and the WRPE was an addition, completed in 2007. This consists of 9 Chillers and all equipment in support of this Chilled Water Production. Three-(3) 6ooo Ton being the oldest are in the phase-out period. Three (3) 5400-ton York chillers installed 2007, two (2) 2500 Ton York Chillers installed The WRP and WRPE operated in a primary-secondary configuration with approximately 40,000 tons of chilled water capacity. The CPP also generates steam for the heating of Congressional buildings located throughout the Capitol Hill complex of the House, Senate, Capitol, Library of Congress, and other facilities. The Steam Boiler Plant was built in the 1910’s and has gone through numerous renovations. It now consists of a total output of 450,000 pph steam capacity. Using (1) Solar Gas Turbine, mated with a HRSG (Heat Recovery Steam Generator), will act as the primary steam supply. Also, during the winter months to support the steam needs and during times of high load or during annual maintenance periods we may also make use of the remaining five (5) natural gas package boilers. For Each plant, Steam or Refrigeration has numerous pieces of equipment providing support of the overall production of Steam or Chilled Water. All equipment is to be observed and evaluated based on technologies listed in this request. Equipment is listed in Appendix A and B. 1.3 Objectives: Predictive Maintenance Service: The Contractor shall provide on-site predictive maintenance at the CPP facility as required for the Boiler Building and Refrigeration Plant. Once a month after a site visit. The CPP maintains all of its rotating equipment, Pumps, and Motors via time-based PMs and corrective Maintenance after failure. During 2019 through July 2023, the CPP entered into a contract to have an outside service vendor provide monthly Vibration Analysis and Oil Sampling Analysis on approximately 100 pieces of equipment. Now we plan to expand our effort with this request to include more equipment and technologies. 1.4 Scope: Equipment Condition Monitoring Services based on the following Technologies as listed below: 1.4.0 Vibration program 1.4.0.1 Vibration Analysis shall be performed by the minimum of an ISO Category III Vibration Analyst who has at least Three (3) years of vibration analysis experience and a solid understanding of vibration theory and terminology. This person shall be a senior vibration analyst and program manager who must be able to diagnose the widest range of vibration related fault conditions, perform balancing and alignment, and understand, diagnose, and correct resonance faults. The CPP Vibration Analysis will be performed on a monthly basis. This person listed in this contract scope shall be referred to as the “Field Engineer”. This “Field Engineer” shall gather the vibration data and will also analyze that data in order to provide a report summarizing the inspection and or machine issues found each visit to include a recommended course of action to correct. Any items requiring immediate attention will be brought to the appropriate AOC personnel Shop Supervisor and COR attention. 1.4.0.2 A summary report will be emailed to AOC within 5 business days of taking the vibration data. 1.4.0.3 Equipment List appendix A has approximately 150 machines in the listing provided. Some of these machines may not be operating during the Monthly Field Engineer’s visit. 1.4.1 IR Analysis (Infrared Thermography) 1.4.1.1 Usually performed with equipment in service and running, this service is to be scheduled and performed every month at/on each machine also in the same list. 1.4.1.2 The Infrared Mechanical Inspection shall be performed by no less than an IR Thermography Certified to Level II. This same “Field Engineer “, Thermography Certified Level II user will be focused on mechanical inspections. This same Field Engineer that performs the on-site thermography scanning will also analyze that data and provide a report summarizing each machine issues found during each visit to include a recommended course of action to correct. Any items requiring immediate attention will be brought to the appropriate AOC personnel Shop Supervisor and COR attention. 1.4.1.3 A summary report will be e-mailed to AOC within 5 business days of each monthly site visit of taking the thermography data/photos. 1.4.1.4 Equipment List appendix A has approximately 150 machines in the listing provided. Some of these machines may not be operating during the Monthly Field Engineer’s visit. 1.4.2 Airborne Ultrasonic Leak Detection and Analysis 1.4.2.1 This is to be performed every month at/on equipment in service and running on each machine also in same list Appendix A. 1.4.3 Oil Analysis: Oil Sampling/Analysis 1.4.3.1 Typically, oil analysis on these machines in the Appendix B listing is performed every six months. We are requesting this sampling be spread out over the course of the year with some being done during each monthly visit yet maintain a six-month sampling period. This would mean 30 oil samples would be gathered each month. Each machine oil analysis shall be for either Mineral oils in non-filtered, splash lubricated components such as gearboxes and circulating systems using oils with viscosities at or over ISO 220, or Synthetic oil used in non-filtered, splash lubricated components such as gearboxes. 1.4.3.2 Provide Analysis results for: Spectro-chemical Analysis Viscosity @ 40°C FTIR Wear Particle Concentration Crackle Test Karl Fischer Water Wear Particle Analysis 1.4.4 Program Management Report: 1.4.4.1 Provide an Overall Program Management Report either web-based or written in MS Word/PDF format. The Program Management Report shall break out each equipment with each analysis performed each month to include a problem-solving approach to equipment found with deficiencies. This report should address by identifying recurring problems on each equipment listed and provide a recommended course of action for corrections. Reports shall be delivered in electronic and hard copy format. 1.4.5 Program Set-up On the initial visit perform a complete equipment review, obtain information and data in order to report each month site visit submission. This will be the initial program set up requirement. 1.4.5.1 For each month field visit, the contractor shall gather all equipment data, sorted by technology, analyze that data and generate the final report for each the month equipment is inspected. This list shall be identified and classified within an electronic (project) file indicating the following format or layout: Building or discipline of Equipment. “Steam” or “Refrigeration” Equipment Tag Unique Identifier Equipment Descriptive Name Nameplate data Specific Component (system) data (Fan, Pump, Motor or Gearbox) Critical loadings or speeds 1.4.5.2 Routes shall be established and identified to assure efficient collection. 1.4.5.3 Completion of routes shall be time stamped and furnished with an analysis report. 1.4.5.4 Collection shall be performed by the same person that provides analysis and reporting in order to obtain consistent and correct information. All data collection and analysis to be performed via at a minimum of one day per monthly onsite visit. Other services to analyze the results and report generation can be performed off-site. 1.4.5.5 Reports shall be electronic or web-based and contain all technologies integrated on one asset health matrix. Follow-up based reports may include equipment pictures, respective FFT data, professional problem statements that allow US Capital Power Plant to interpret this information. 1.4.6 Program Overview (Training) Also provide on an annual basis, an onsite program overview/training session of this program service covered on this contract to approximately 20 shop technicians/supervisors so that they are aware of benefits in order to better understand the use of this feedback and report information. This session to be no more than a 2-hour overview. 1.4.7 Field Engineer This overview may be provided by this same “Field Engineer” that is certified and trained in all aspects of Predictive Maintenance technologies listed above and thus can supply the full suite of Predictive Maintenance Services requested below in the listed attached service schedule. This should be scheduled and performed shortly after the initial set-up part or the review of equipment with any required data review for program set-up. 1.4.8 General The Contractor (“Condition Monitoring/Predictive Services”) shall prepare a schedule and provide a cost to perform all service, requested by technology, as if each piece of equipment is analyzed each month at a minimum. There may be times an equipment listed is down for repairs or offline, but will be accounted for in the report as out of service during visit for the monthly site service visit which is to perform a monthly field survey of approximately 150 pieces of rotating equipment “Pumps, Motors, Turbines and Fans, and evaluate their conditions and report on trends and deficiencies based on the technologies listed above. 1.4.9 Kick-Off Meeting: Meet with the Contracting Officer’s Representative (COR)/AOC Project Manager (PM) to review the Program Statement, including the Program Description, the Project Schedule, and the Project Billing/Invoicing. Following the meeting, refine the Project Schedule and submit to the COR/PM for approval. 1.4.10 Site Meeting(s) (performed monthly): Meet with the COR/PM to review and confirm the site visit and requirements of the visit each month. This should be no more than a 30-minute briefing when the contractor shows up. 1.4.11 AOC Site Meeting(s): (initial set up) Following the Kick-Off meeting with the AOC, meet with designated AOC staff to review the project scope, schedule and equipment listing, from that meeting (and other subsequent meetings as required), verify the schedule and action plan for completion of routes and equipment to be monitored for a development of the Program of Requirements. Coordinate these meetings through the COR/PM. 1.4.12 Existing Conditions Survey: Not applicable. 1.4.13 Program Development and Confirmation: Prepare the Program of Requirements in conformance with the AOC COR and Maintenance Supervisor’s Guidance. 1.4.14 ADA Compliance: Not applicable. 1.4.15 Storm Water Management: Not applicable 1.4.16 Design & Construction Documents Preparation: Not applicable. 1.4.17 Project Security Requirements: Not applicable. 1.5 Contract Type: Firm Fixed-Price (FFP). 1.6 Place of Performance/Hours of Operation: The primary workplace will be the contractor’s facilities. Fieldwork, Equipment Data Gathering and Review Meetings will be conducted at the US Capitol Power Plant (CPP) location. Normal working hours are Monday through Friday 6 am to 3 pm, however, 48-hour advance notification is required with written or email verification/approval from COR, before additional or any off hour work is to be scheduled or performed at CPP facilities. 1.7 Period of Performance: Start Date End Date Base Year – Date of Award - July 30, 2019 Option Year 1 - August 1, 2019 - July 30, 2020 Option Year 2 - August 1, 2020 - July 30, 2021 Option Year 3 - August 1, 2021 - July 30, 2022 Option Year 4 - August 1, 2022 - July 30, 2023 Annual Service with Monthly Reporting after each Monthly Site Visit. Kick-Off Meeting and Site Tour: 2 weeks following award. Initial program set-up Meeting 2 weeks following award. First Site visit schedule per Technology 4 weeks following award. Monthly Analytical Documents provided to COR 1 week following site visits. Overview/Training Schedule and Documents Submission 5 weeks following award. 1.8 Funding: The fiscal Year 2024 funding is available for the base year of the contract. Each option period will be subject to the Governments need for services and availability of fiscal year funding. 1.9 Privacy Act: Work on this project does not require that personnel have access to Personally Identifiable Information (PII). 1.10 Personal Service: Not applicable. 1.11 Security: In accordance with Clause AOC52.223-5 “Special Security Requirements – Services (Feb 2010) of the contract within 7 calendar days after date of award the Contractor shall submit to the COR a list of all employees proposed to support this contract. The Contractor shall comply with all AOC security regulations, policies, and procedures. Furthermore, in accordance with Clause AOC52.204-4 “Personal Identity Verification of Contractor Personnel (December 2012),” of the Contract, a copy of the E-Verify case details document evidencing “employment authorized” (final verification request) shall be provided with each request for an AOC ID badge.” All Offeror employees shall submit an e-verify form and a United States Capitol Police background check form (CP-491) prior to working on any task order under the BPA. The Offeror’s employees shall also complete an Offeror badging request form. All members of the team working on site will be required to submit to wear an identification badge, that is in visible sight, at all times. On site work may be interrupted because of Congressional events or U.S. Capitol Police requirements. All work to be performed is subject to Government interruptions. 1.12 Safety: The Contractor shall observe all safety precautions throughout the performance of this contract. All work shall comply with the applicable requirements of 29 CFR, OSHA 1910/1926 and 40 CFR 761, ANSI/ASSE Z359-2007 and above (Fall Protection), ANSI IWCA I 14.1-•‐2001and the Agencies Safety Manual (for familiarity ONLY of Points of Contact/ Phone Numbers within the Agencies and Jurisdiction’s, as well as Evacuation information). The contractor is to familiarize themselves with the AOC Safety Manual. CPP Safety Regulations. All work shall comply with applicable state and municipal safety and health requirements. Where there is a conflict between applicable regulations, the most stringent shall apply. The Contractor shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of work. The Contractor shall hold the Government harmless for any action on its part or that of its employees that results in illness, injury or death. The Contractor shall provide and ensure that all its personnel at the work site properly wear all applicable safety devices and apparel, including, but not limited to Fall Arrest Protection and soft soled steel-toed shoes. These devices and apparel shall be provided at no cost to the government. Any special access that denies entry to any areas must be approved by the COR Signage and cordons must be employed when working in general public areas or pedestrian walkways or other areas that come into direct or indirect contact with the public. Access must be maintained for pedestrian traffic in all areas at all times. All personnel working on any equipment shall provide certifications for fall protection. The Contractor shall supply certifications for all personnel working on boom lifts and any other equipment needed for building access. The Contractor shall use all roof anchoring systems as intended and designed. This includes perimeter edge safety restraints. All personnel must employ the use of perimeter safety restraints when working in roof edge and exposed areas. The Contractor shall provide and use adequate barricades and signs to provide sufficient notice of potential safety hazards prior to, during, and after the performance of the services. The Contractor shall never leave power equipment unattended without disconnecting them from their power source. All electrical cords shall be properly sized for the job and placed away from vehicular or pedestrian traffic. All connections between the extension cords and related equipment (e.g. tools, machine, or additional extension cords) shall be tightly fastened with no exposed electrical contacts. All extension cords shall have, and use, a proper electrical grounding prong. Power tools and/or extension cords used in damp areas shall be plugged into a Ground Fault Circuit Interrupter (GFCI) switches to immediately shutdown when a short to ground is detected. 1.13 Energy Efficiency/Compliance: Not applicable. 1.14 Sustainability: Not applicable. 1.15 Key Personnel: Key Personnel shall be administered in accordance with AOC52.211-1, Key Personnel and AOC52.211-2, Approval of Substitute Offeror Personnel. Key Personnel may not be removed from the IDIQ without express approval of the Contracting Officer. No increase in contract prices will be allowed when personnel substitution is authorized. The Offeror shall identify in the technical quotation the employee serving as the IDIQ’s Key Personnel for the following labor category: NOTE: Key personnel may not be removed from the contract without express approval of the CO. 1.15.1 General Staffing: AOC reserves the right to require the contractor to remove or reassign from this contract any of their government contracted employee(s) who is/are deemed incompetent, careless, unsuitable or otherwise objectionable, or whose continued use under this contract is deemed contrary to the best interests of the Government. Failure of the contracted employee(s) to comply with the standards of conduct may also be grounds for the AOC to require removal or reassignment of offending contracted employee(s). The contractor shall remove or reassign any of their own employee from performance of this contracted services within 48 hours of receiving notice from the Contracting Officer that the employee's performance or conduct is unsatisfactory or unacceptable. Further, the contractor shall immediately remove any of their own contracted employee(s) found to represent a real or anticipated threat to the safety of government employees, other contracted employees, government records, or facilities. 1.16.1 Quality Control: The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor shall develop, implement and maintain a quality control program to ensure services are performed. This program shall insure the Contractor fulfills all the requirements of this Statement of Work. This program shall include, but not be limited to including all elements of the quality control program described in the Technical Proposal which the Contractor submitted in response to the Authority's solicitation for this contract. 1.16.2 Risk Management: At minimum, the Contractor shall submit a written plan to the Contracting Officers Representative (COR) within five working days prior to the start of any work. Describe the processes and procedures for mitigating the following risks: Safety Issues Environmental Issues Fall Protection Customer Complaints Replacing Key Personnel when required Damage to customer property Third-party bodily injuries Damage to your equipment Chemical exposure Employee occupational injuries Reduction of operations due to new regulations, directives, or product development Non-compliance with laws and regulations 1.16.3 Safety Management: The contractor shall submit to the Contracting Officers Representative (COR) within five working days prior to the start of any work. The plan shall address potential risks in pursuing the work and steps taken to mitigate those risks including but not limited to methods of anchoring working surfaces and personnel to ensure fall protection, and procedures used in case of an emergency. Additionally, the work plan shall include the proposed work schedule and shall identify by timeline when certifications of safety devices, testing equipment and any other associated equipment are required during the course of the project. A procedural description of daily inspections to ensure personnel safety and equipment readiness must also be provided. Proof of certification, where certifications are required, shall be provided to the Contract Administrator or his designee before equipment systems and their components may be used on the jobsite and should be provided in the work plan. In addition, the work plan should provide documentation related to employee training and experience. 1.17 Records/Data: Per deliverables. AOC52.227-2, Unlimited Government Rights (Nov 2004), The Government shall have unlimited rights other work developed in the performance of this contract, including the right to use same on any, for the benefit of the Government, in all drawings, designs, specifications, notes, and other Government work without additional cost to the Government; and with respect thereto the contractor agrees to and does hereby grant to the Government a royalty-free license to all such data which the contractor may cover by copyright and to all designs as to which the contractor may assert any rights or establish any claim under the design patent or copyright laws. The contractor agrees to furnish and to provide access to all such materials on the request of the Contracting Officer. PDFs and Electronic files will be included in every submission. Electronic files must be submitted in Microsoft Excel format. All documents are included in the AOC non-disclosure agreement. 1.18 Packaging/Packing/Shipping Instructions: See Contract Section D, AOC52.211-7 Identification of Contract Deliverables (Nov 2004). All submissions must be either hand-delivered by a badged contract personnel or individual or via email. 1.19 Applicable Documents: Please list attachment docs and or current system readings and analysis reports. 1.20 Points of Contact: Contracting Officer TBD Contracting Officers Representative (COR) TBD 2.0 Definitions & Acronyms: AOC – Architect of the Capitol CO - Contracting Officer COR – Contracting Officers Representative IDIQ - Indefinite Delivery Indefinite Quantity OSHA – Occupational Safety and Health Administration FAR – Federal Acquisition Regulation FFP - Firm-Fixed Price FFT- Fast Fourier Transform - is an algorithm that samples a signal over a period of time (or space) and divides it into its frequency components. These components are single sinusoidal oscillations at distinct frequencies each with their own amplitude and phase. 3.0 Government Furnished Property (GFP): Not Applicable 3.5 Government Furnished Utilities (GFU): Standard utilities (water, electric) 4.0 Contractor Furnished Items (CFI): All testing and analytical equipment including required PPE. 5.0 Specific Requirements 5.1 Proposal Submission: Government request proposals submitted electronically. 5.2 Discuss Travel Costs: All travel cost shall be built into fix pricing schedule. 5.3 Deliverables and Reports: (1) Hard copies and one (1) electronic via web base or CD-ROM of all monthly submittals. 5.3.1 Final Deliverables: Upon receipt of the AOC Back check review comments, provide two (1) electronic and one (1) hard copies of Final Deliverables each month. Provide electronic media of all work products on CD-ROM, flash drive or via email. Note: Note: Text documents should be prepared using Microsoft Word. For each and every submission, in addition to hard copies, provide an electronic copy of all documents both in the native program format and as pdf files. 5.4 Delivery Instructions: Refer to 1.17 Records /Data for details. 5.5 Inspection and Acceptance: Random and or Scheduled services depending on the equipment down-time. 5.6 Procedures for Payment: Billing and payment shall be accomplished in accordance with the contract clauses. See AOC52.232-1 Payment Requests (March 2012) and FAR 52.232-10 Payments under Fixed-Price (Apr 2010) and AOC52.232-6 Payment by Electronic Funds Transfer (March 2012). Instructions for Responding to this RFI: 1) Please provide a response to the following questions from the Government: a) Will your company be interested in submitting a quotation for this contract if a solicitation is issued? b) Can your company perform this scope of work under its GSA Schedule contract? If so, what is the GSA Schedule contract number? What SIN is this usually done under? Or is this a mix of SINs? c) What questions do you have for the Government? (You may either list your questions in the RFI response or you may email the questions to Donald Fuqua at [email protected] any time if it helps you to provide a better response with the answers known) d) What is the usual duration of a contract for this work? In other words, what period of performance is typical for this? e) Please provide examples of past contracts within the past three years that are either completed or ongoing that have the same or similar scope of work. Please provide the awarded contract dollar amount as well. f) Any other information you believe will be of interest to the Government. Please email responses to Donald Fuqua at [email protected] by noon on April 24, 2023.