Scope of Work
Edward Hines Jr. VA hospital requires the services of a contractor to perform load bank testing, and maintenance for (20) generators. These generators provide backup power and have a direct impact on patient health and life safety throughout the Hines VA Campus. The Contractor shall furnish all labor, management, materials, equipment to perform preventive maintenance, inspection, calibration, testing and documentation for the generators listed on the equipment listing.
Place of Performance
Edward Hines Jr. VA hospital
5000 S. 5th Avenue,
Hines, Illinois 60141
Period of Performance
Base Year: September 1 ,2026 through August 31,2027
Option Year 1: September 1, 2027, through August 31, 2028
Option Year 2: September 1, 2028, through August 31, 2029
Option Year 3: September 1, 2029, through August 31, 2030
Option Year 4: September 1, 2030, through August 31, 2031
Schedule
Load Bank Testing shall be performed in September
Preventive Maintenance (PM) Level 1 shall be performed in January.
Preventive Maintenance (PM) Level 2 shall be performed in July.
Any deviations from this schedule shall only be made with prior approval from the Contracting Officer Representative (COR)
Description of Services
Load Bank Testing Specifications:
The generators shall be load tested using the following sequence:
Idle / No-Load Readings.
Baseline data recorded before applying load.
30% of Generator Load Rating for 30 minutes
50% of Generator Load Rating for next 30 minutes
75% of Generator Load Rating for 60 minutes (1 hour)
100% of Generator Load Rating for 60 minutes (1 hour)
Preventive Maintenance - Level 1
The Contractor shall perform:
Fuel System
Inspect main tank and day tank for leaks, level, condition
Drain water traps/separators
Inspect primary/secondary filters; clean primary filter
Check governor, controls, linkages, and oil level
Inspect fuel lines, brackets, and connections
Check fuel pressure gauge for correct operation
Cooling System
Inspect radiator/heat exchanger (leaks, debris, louvers)
Inspect coolant level and condition; test protection level
Inspect hoses and connections for deterioration
Inspect/lubricate fan pulleys, fan bearings; check clearance
Inspect fan belts (wear, tension)
Inspect jacket water heater and thermostat setting
Inspect water pump for leaks/noise
Air Induction & Exhaust
Inspect/clean primary & secondary air filters; reset indicators
Inspect air inlet piping, housings, gaskets
Inspect turbocharger (leaks, noise)
Inspect exhaust manifold (hardware, leakage, oil slobber)
Inspect muffler/silencer and piping for damage or corrosion
Lubrication System
Inspect oil level and contamination; inspect for leaks
Check oil pressure gauge for correct readings
Inspect pre lube pump
Inspect crankcase breather and hoses
Perform full oil analysis (wear metals, contaminants, debris)
Starting System
Inspect batteries (condition, leakage, terminals)
Check electrolyte level & specific gravity (if applicable)
Inspect battery charger, wiring, terminals
Inspect starting motor (connections, noise, operation)
Inspect alternator & drive components
Engine Monitors & Safety Controls
Test all engine safety devices (oil pressure, coolant temp, overspeed, over crank, etc.)
Test remote annunciators and local alarm systems
Generator & Electrical Components
Remove and inspect brushes, clean slip rings
Inspect space heaters for proper operation
Inspect control panel (manual/auto start, meters, adjustments)
Verify voltmeter and ammeter readings
Laboratory fuel sampling, including but not limited to:
Accelerated Aging
Suspended Particulates
Association for Material Protection and Performance (AMPP) Corrosion inspection
Organic Material
Water (suspended content)
Operational Test Requirements
Cold engine start observation
30 minute operating run
Monitoring for leaks, noise, vibration
Verification of all safety shutdowns
Recording of:
Amps
Volts
Oil pressure
Coolant temperature
Fuel pressure
Frequency
Real power (kW output)
Timing and functional verification of:
Signal delay
Engine start time
Load pickup
Automatic transfer switch (ATS) operation
Re transfer timing
Restoration to Service
Day Tank and Fuel System Functional Testing
Contractor shall conduct operational checks of the day tank, including:
Float switch operation
Transfer pump operation
Solenoid valve performance (if equipped)
Inspection of all fuel lines, hoses, connectors, and fittings for wear, corrosion, or leaks
Preventive Maintenance - Level 2
The Contractor shall perform:
Fuel System
Inspect main and day tank for leaks and fuel level
Drain water traps/separators
Inspect fuel lines, fittings, and brackets for leaks or looseness
Inspect governor oil level, linkages, and controls; add oil as needed
Inspect/clean primary and secondary fuel filters
Inspect fuel pressure gauge for correct operation
Inspect fuel condition for contaminants
Cooling System
Inspect radiator/heat exchanger for leaks, debris, damage
Verify louver operation
Inspect coolant level, rust, oil contamination, top off to maintain serviceable level
Check coolant conditioner concentration and freeze/boil protection
Inspect filler cap sealing surfaces and gasket
Inspect hoses for deterioration; tighten connections
Lube and inspect fan-drive bearings and pulleys
Inspect fan belts for wear; adjust tension
Verify jacket water heater operation and thermostat setting
Inspect water pump for leaks, noise, or malfunction
Air Induction & Exhaust System
Inspect and clean primary/secondary air filters; reset indicators.
Inspect air inlet piping, housings, seals, and gaskets
Inspect turbocharger for oil or exhaust leakage, check for abnormal noise
Inspect exhaust manifold for leakage, missing hardware, oil slobber
Inspect exhaust muffler and piping for corrosion or damage
Lube Oil System
Provide a full oil and filter change for all 20 generators during the base year.
Thereafter in the option years, change the oil filter every year and the oil every 250 hours or as needed based on the oil and filter inspection or the manufacturers requirements.
Inspect oil level and contamination, top off to maintain serviceable level
Inspect generator and engine for leaks
Inspect pre lube pump operation
Inspect gaskets and seals for deterioration
Inspect crankcase breather operation and blow-by condition
Perform full oil analysis (wear metals, contamination, debris)
Provide oil analysis results to VA with NFPA acceptable thresholds
Starting and Charging System
Inspect batteries for damage or leakage; clean/tighten terminals
Check battery electrolyte level and specific gravity (if applicable)
Inspect battery charger (operation, wiring, connections)
Inspect starting motor wiring and operation, check for abnormal noise
Inspect alternator condition, voltage output, belts, and pulleys
Engine Monitors & Safety Controls
Test all engine safety shutdowns (oil pressure, coolant temp, over crank, overspeed)
Inspect annunciators and remote alarm systems
Check gauge accuracy (oil pressure, temperature, alternator)
Generator & Mechanical Components
Remove and inspect brushes; clean slip rings; make adjustments
Lubricate generator rear bearing
Inspect vibration isolators for wear and adjust to manufacturers specifications
Control Panel & ATS
Test manual/auto start controls
Verify correct voltmeter readings (voltage level, gain, drop)
Test ammeter with baseline load and no load readings
Inspect circuit breakers for tightness and free movement
Inspect ATS mechanical and electrical condition
Operational Test to include at a minimum:
Cold start observation
30 minute operating run
Monitoring for abnormal vibration, leak, noise
Verification of safety shutdown devices
Documenting:
Amps & volts
Oil pressure
Water temperature
Fuel pressure
Frequency
Kilowatt output
Timing and verification of:
Signal delay
Engine start time
Load pickup
Automatic transfer
Load return (re transfer)
General Emergency Power Supply System (EPSS) Condition Assessment
During all PM 2 activities, the Contractor shall assess and document the overall condition of the EPSS including:
Vibration issues
Leaks (fuel, oil, coolant, exhaust)
Excessive temperature
Abnormal noises
Component wear, corrosion, or deterioration
Any condition that may indicate impending failure
Contractor shall restore generator and EPSS to automatic mode
Ensure all equipment is fully operational
Reports and Documentation
ESR (Engineering Service Report)
The ESR shall at a minimum include:
Building Number
Test Date
Start Time / Stop Time
Generator make, model, serial number
kW/kVA rating
Fuel type
Hours of operation
Location/Building number
ATS identifier (if tested)
Hour Meter Start / Hour Meter Finish
Engine Oil Pressure
Engine Water Temperature
Exhaust Gas Temperature (IR, pre turbo)
Frequency (Hz / cycles)
Voltage readings
Generator Loading (Amperage per phase)
Name and Signature of Technician
All completed inspection checklists
All measured data and test results
Photos or quantifiable evidence before and after repairs, when applicable
All identified deficiencies
List of required and recommended repairs with priority classifications
Itemized cost estimates
Complete PM 1 test data
ASTM laboratory fuel test results
Oil analysis report
A complete Load Bank ESR shall be submitted to the COR within 30 days of the test completion.
The contractor may create a customized ESR, but it must be approved by COR before implementation
The contractor shall document the services rendered on a legible, contractor service report and submit it to the COR for certification (signature)
A copy of the signed service report must be provided to the COR by the contractor at the time the service is provided.
If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).
Requirements and Qualifications
Contractor shall have knowledge of and ensure compliance with the current version of the following throughout all performance and reporting requirements.
Veteran Health Agency Directive 1028
NFPA 99 and NFPA 110
Joint Commission standards
local, state, and federal regulations
ASTM fuel testing standards
OEM guidance
VA Engineering policies
Facility Check In
Upon arrival at the Edward Hines Jr VA Hospital, the contractor shall be required to report when on-site and when services are completed with assigned shop.
Hours
The Contractor will coordinate and schedule all test(s) with Hines VA Engineering Department (1) week Prior to onsite visit. The Contractor is required to perform work and tests during normal work hours, Monday through Friday 7:00 am to 4:00 pm. CST.