STATEMENT OF WORK

5 YEAR HIGH VOLTAGE CONTRACT

United States Penitentiary (USP) Marion

Subject:

The Federal Bureau of Prisons Field Acquisition Office, Grand Prairie, Texas, intends to make award for the Testing, Maintenance, and Repairs of the High Voltage System at USP Marion and Federal Prison Camp (FPC) Marion, located 4500 Prison Road, Marion, Illinois 62959. The Government reserves the right to award without discussion and to award as a single award. Therefore, each quote should contain the quoter’s best terms from a cost and price standpoint. The base period of performance shall begin on the effective date of award through a 12 month period, with the governments’ unilateral right to exercise up to four, 12 month option periods.

Description of Service:

The Contractor shall provide all parts, materials and services to perform all the required Testing, Maintenance, and Repairs to the High Voltage Systems over a 12 month period with up to four 12 month option years.  All work is to be performed at USP Marion, this includes all areas around the institution as well as all high voltage equipment inside the Powerhouse. Seismic zone requirements, environmental compliance, Life Safety, NFPA, ADA-ABA, Federal, State, Local codes and regulations will be followed during all phases of this project. All work shall be completed, equipment tested and adjusted per manufacture’s recommendations and accepted by the Contracting Officer’s Representative (COR) and Contracting Officer (CO).

The USP’s normal hours of operation are Monday thru Friday. 7:00 a.m. to 2:30 p.m., excluding Federal Holidays. All work must be scheduled within this time frame. Any work that is required outside of this schedule must be preapproved by the COR, and Contracting Officer prior to the beginning of any work. A site visit is required prior to bidding.

Specifications:

  • Contractor will be responsible for annually conducting the following on a time and material basis.
  • Test and inspect Power House Primary Switch Gear and transfer switch (See attached picture), per the manufacturer’s recommendations, if any discrepancies are noted contractor must provide a quote and timeline for repairs, if any replacement parts are required USP Marion will purchase the required parts and the contractor will make the needed repairs.
  • Test, inspect, and clean the 8 Vault Substations, transformers, and switchgear, as well as the high voltage loop, located around the institution per the manufacturer’s recommendations and NFPA 70B, if any discrepancies are noted the contractor must provide a quote and timeline for repairs, if any replacement parts are required USP Marion will purchase the required parts and the contractor will make the needed repairs.
  • Perform a visual inspection on each primary circuit, where possible. Load readings should be documented on all primary transformers during peak load conditions. This includes all primary circuits located at the powerhouse.
  • Ensure protective devices are adjusted to reflect changes in load characteristics, (Protective relay calibration must only be performed by a qualified testing agency or a manufacturer’s representative).
  • Arrange, as needed, for electrical power down time to perform the following checks and maintenance;
    • Tighten all switchgear. Transformer cable, bus connection, switchboards, switches, disconnects, automatic transfer switches, and generator cables; particular attention must be given to primary connections.
    • Clean all switchgear, transformer, and panel enclosures and interiors if they appear dirty. Cleaning materials specifically designed for cleaning high voltage cables, bus bar, and transformer windings are to be used.
    • Manually exercise all switching operations to ensure proper and smooth operation.
    • Test the integrity of the loop system.
  • Transfer switches must be inspected per the NFPA 100 and NFPA 70B.
  • Contractor must have a 2 hour response time and be available 24 hours a day Sunday-Saturday.
  • Contractor must be able to perform the following services for maintenance, repairs, and testing on an as needed basis, these services will be billed as Time and Materials.
    • Maintenance services to include; Switchgear and Switchgear Assemblies, Transformers (Dry Type and Liquid Filled), Cables (Low, Medium and High Voltage), Metal Enclosed Busways, Air Switches (Low Voltage, Medium-Voltage Metal Enclosed, and Medium and High Voltage Open), Oil Switches (Medium Voltage), Switches(SF6 Medium Voltage), Switches (Cutout), Circuit Breakers Air (Insulated-Case/Molded Case, Low Voltage Power, Medium Voltage), Circuit Breakers Oil (Medium and High Voltage), Circuit Breakers Vacuum (Medium Voltage), Circuit Breakers SF6, Circuit Switchers, Protective Relays (Electromechanical, Solid-State, and Microprocessor Based), Instrument Transformers, Metering Devices (Electromechanical, Solid-State, and Microprocessor Based), Voltage Regulators,
    • Repair services to include; Transformers all sizes, Generator Controls, Switches (open air, fused oil and vacuum), Bus Duct, Station Batteries and Chargers, Bushing-Transformer and Circuit Breaker, Surge/Lightning Arrestors, Insulators and Stand-Offs, Metering Devices, Outdoor Bus Structures, Contactors, Load Tap Changers, Circuit Switchers, Automatic Transfer Switches, Digital Trip Unit Retrofits, Bench Testing, Circuit Breakers (all types), Circuit Breaker retrofits, Motor Overload Devices, Motor Starters, Protective Relays, Protective Relays retrofit, Fused Switches Retrofit, Oil Cut-Out Overhaul, Voltage Regulators, Load Tap-Changers, Grounding Systems, Ground Fault Protection Systems, Motor Starters, Motor Control Centers, Direct-Current Systems including Batteries and Chargers, Surge Arresters, Capacitors, Outdoor Bus Structures, Automatic Circuit Re-closers and Line Sectionalizers.
    • Testing services to include; Acceptance/Commissioning, NERC Compliance, Doble(r) Power Factor Testing, Ground Fault, Ground Resistance, Ground Impedance, High Potential (Hi-Pot), Load Bank, Meter Calibration, Protective Relays, Rotating Apparatus, Time Travel Analysis, Transformer Commissioning, Transfer Switches, DC Functional, Circuit Verification, Sweep Frequency Response Analysis, Turns Ratio, Winding Resistance, Insulating Fluid Analysis, Contact Resistance, Insulating Resistance, and Voltage/Load Testing.
    • The initial inspection will follow the Facilities Reference and Operations Guide (FROG) FAC 12.2 Electrical Inspection – Biennial (See Attachment 1). All 3 year inspections/services will also be performed. Subsequent inspections will follow the annual / biennial /3 year inspection procedures as appropriate.  See FROG FAC 12.1 – NFPA 70B Typical Electrical Inspections and Tests (See Attachment 2) for a full list of typical inspections to be performed.  Please refer to NFPA 70B for more information.

Method of Performance:

The contractor has sole responsibility and discretion for choosing and implementing the manner and method of performing tasks outlined in this Statement of Work as long as the requirements are met in accordance with the policies described above. The requirement, although not directly supervised, shall be reviewed by the COR and Contracting Officer to ensure contract compliance. The contractor’s performance will be evaluated in accordance with FAR Part 42. Contracting Officer’s Representative reports will be prepared by the COR and maintained in the contract file.

Delivery of Materials:

A. All construction materials and contractor equipment needed to perform the work, that will require temporary on-site storage, will be coordinated with the COR.                       

B.  All construction related deliveries which are directly shipped to the institution on behalf of the contractor can be received at the institution’s Power House between the hours of 8:00AM – 4:00PM, Monday – Friday, excluding Federal Holidays.  At no point will a Bureau of Prisons (BOP) staff member sign for, or allow a drop shipment of project related materials or equipment to enter the institution if the contractor, or his representative, is not present to inspect, verify and accept the delivery.  Under no circumstance will the Federal Correctional Institution, or its staff, be responsible for the acceptance of any project related deliveries.

C. The Contractor shall be responsible for providing their own means of loading and unloading contractor materials and equipment.  At no time shall contractor materials or equipment being staged for institution entry or exit be allowed to block, impede or otherwise hinder the typical operations of the work area.

Storage and Security of Materials and Equipment:

A. All construction materials and equipment shall be stored in a designated area mutually agreed upon between the COR and the contractor.  The contractor shall provide a securable, single point access storage container, such as a Job or Gang Box that will be left in the agreed upon storage area for the duration of the project.  Size of the storage container will be determined by the contractor and the COR.  The container will be secured using a double padlock protocol with one padlock being contractor provided and the other being USP provided.  If necessary, a heavy duty chain may be used to facilitate the double lock requirement.  All materials and equipment stored within the container will be maintained in a safe an orderly fashion. Items cannot be stored at a height that would create a safety hazard.

B. All contractor ladders that may be needed for the job, and cannot be stored in an authorized storage container, shall be stored and secured in the immediate work site area or removed daily. Such ladders will be secured to an agreed upon stationary fixture with a contractor provided padlock and chain.

C. The Contractor shall be required to adhere to the BOP’s tool inventory program as it pertains to contractor tools and equipment entering and exiting the institution.  If an authorized on-site storage container should be used by the contractor to store their job tools and equipment for the duration of the project, the contractor will be required to use a daily inventory check sheet to account for all items in the container.  A USP Facilities Staff representative will be present to oversee and verify the inventory process. The container will be inventoried and verified at the end of every work shift prior to locking the container shut.

Security Clearance/Contractor Badges:

A. All contractors assigned to work on the project that will be entering the USP will be issued and required to wear a picture ID/contractor badge provided by the institution.  For security reasons, the badge will be worn in a visible manner as directed by the COR.

B. The contractor shall be responsible to comply with Homeland Security Directive (HSPD) 12. The prime contractor is responsible to obtain all required documentation from their employees and subcontractors, review for accuracy, and submit to the FBOP. Security packages will not be accepted directly from a subcontractor.

C. All security clearances shall be submitted to the COR a minimum of thirty (30) working days prior to the start of work.  Approved security clearances will be in effect for the duration of the project.  Upon completion of each day, it will be the responsibility of the contractor to insure all issued badges are returned to the Control Room Officer.

D. The contractor shall provide to the COR a list of BOP approved contractor employee names of who will be scheduled to work each day for the duration of the project. If a contract employee is denied access, the BOP cannot disclose why they were denied. The prime contractor is responsible to immediately submit a new contract employee to complete the work required.  

Special Qualifications/Instructions:

All technicians performing work on this contract shall have knowledge of all applicable seismic zone requirements, environmental compliance, Life Safety, NFPA, ADA-ABA, Federal, State, Local codes and regulations.

Safety and Personal Protective Equipment:

A. All Contractor employees shall have, and wear required personal protective equipment prescribed by industry standards at all times while on the job site.  It is the responsibility of the contractor to provide such equipment.

B. The Contractor shall provide to the COR, (3) three copies of the material safety data sheet (MSDS) on all materials and substances that may be used during the course of the project.  In the event the material is not approved by the Institution Safety Manager, it shall be the responsibility of the Contractor to locate and procure an alternative product.

USP Marion Responsibilities:

A. USP Marion shall ensure all energy sources needing to be secured to prevent personal injury and/or property damage will be locked-out and tagged-out with the appropriate safety hardware.   All system isolations and Lockout/Tagout measures to be implemented, and/or removed, will require written verification by the Contractor, the Facility Manager, and the Safety Manager prior to doing so.

B. USP Marion shall ensure a representative is present to allow access to all area’s requested by the Contractor as needed.

Other Considerations:

A. Contractors will NOT be allowed to bring cell phones, cameras or two way pagers into the Institution.  The USP Marion Facilities Department maintains a digital camera that will be utilized by USP staff to document the project work.  The Contractor may have copies of these documentation photos for record keeping.

B. All deviations from this Statement of Work must be approved in writing by the Contracting Officer via modification to the contract.

C. In the event of an Institution emergency, the Contractor will be instructed to secure all work, secure and stow all tools, equipment and materials, and the Contractor shall be escorted out of the Institution.  Work will be suspended until the Institution emergency passes.

D.  The Contractor shall be responsible for removing all old existing equipment and material from the Institution property at their expense. In addition, the contractor must restore Federal property to the state it was in upon beginning work. Disposal of all removed equipment, materials and liquids will be in compliance with all Federal, State and Local requirements. Certification of proper disposal of all Hazardous materials will be furnished to the Contracting Officer prior to project completion.

Utilities:

A.  The FBOP will provide minimal electricity service (120V), for battery chargers, small hand tools, etc.

B. The FBOP will provide restroom services.

C. All other utilities must be provided by the Contractor.