PREVENTIVE MAINTENANCE, ASSESSMENT OF LABORATORY-DEDICATED GENERATORS

SCOPE OF THE TENDER

3.1 Preventive Maintenance

The firm shall conduct one (1) scheduled preventive maintenance visit per generator within the contract period, in accordance with the manufacturers prescribed service interval and the generators current running hours. This constitutes the full preventive maintenance obligation under this contract. Any additional servicing beyond this single visit - including servicing triggered by the generator reaching a second service interval during the contract period - falls outside the contract scope and shall require separate written authorisation from UNDP before it may be undertaken.

The activities listed below constitute the mandatory minimum maintenance standard for each generator unit. All activities shall be performed on every generator within the contract period. No alternative methodology or reduced scope shall be proposed.

·        Engine Inspection: Inspect engine condition, mounting points, air intake, exhaust system and general mechanical integrity. Identify and report any signs of wear, cracking, leaks or structural concern.

·        Fluid Systems: Check and record engine oil level and condition; coolant level and antifreeze concentration; fuel condition and contamination. Replace engine oil, oil filter, fuel filter(s) (primary and secondary where applicable), and air filter element in accordance with the manufacturers maintenance schedule and generator running hours.

·        Cooling System: Inspect radiator, hoses, clamps, thermostat, water pump and coolant passages for leaks, blockages and deterioration. Flush and replacement of the coolant were indicated by manufacturer schedule or condition.

·        Drive and Belt System: Inspect and adjust fan belt, alternator belt and all drive components. Replace worn or cracked belts and associated tensioners and idler pulleys as required.

·        Fuel System: Inspect fuel tanks, fuel lines, fuel solenoid, injectors and connections for leaks, corrosion or deterioration. Report conditions require further specialist intervention.

·        Electrical System: Inspect and tighten all electrical connections, battery terminals, earthing connections, cable terminations, control panel wiring and mounting points. Check for corrosion, insulation damage and loose connections.

·        Battery and Charging System: Measure and record battery voltage, charging voltage and electrolyte levels. Clean and grease terminals. Replace batteries where voltage or condition indicates failure risk.

·        Starter System: Test manual and automatic starting sequences. Inspect starter motor, relay and connections. Record starting performance.

·        AMF/ATS System: Test Automatic Mains Failure (AMF) and Automatic Transfer Switch (ATS) operation: simulate utility power failure, verify automatic generator start sequence, transfer to generator supply, re-transfer to utility power on restoration, and verify changeover time and alarm annunciation.

·        Output Performance: Measure and record output voltage (per phase), frequency, power factor (where testable), and fuel consumption rate. Conduct a functional load test under available facility load. Where technically required and agreed with UNDP and MoHCC, recommend formal load-bank testing.

·        Generator Room / Enclosure: Inspect generator room or enclosure for adequate ventilation, absence of fire hazards, security, drainage and signage. Report deficiencies to the facility and UNDP.

·        Cleanliness and Labelling: Clean the generator set, control panel, alternator and accessible ventilation areas.

·        Affix or update a service label showing service date, running hours at service, technician name and company, and next service due date (date or running hours).

3.2 Condition Assessment and Priced Bill of Quantities (BOQ)

Following the preventive maintenance visit, the firm shall conduct a structured condition assessment of each generator and compile a comprehensive Condition Assessment Report. The report shall document, for each generator: operational status (fully functional, partially functional, or non-functional); all identified faults with root-cause descriptions; recommended corrective maintenance actions; and, where applicable, a recommendation for generator replacement where continued repair is no longer economical or safe.

·        The Condition Assessment Report shall be accompanied by a fully priced Bill of Quantities (BOQ) specifying all parts, materials, lubricants and labour required to carry out the recommended corrective maintenance for each generator. Unit prices shall be provided for each line item. The BOQ shall be submitted to UNDP for review, approval and separate financial authorisation. No corrective maintenance, component replacement or emergency intervention shall be undertaken under this contract without prior written authorisation from UNDP. Where UNDP subsequently authorises corrective works, the firm shall execute them in accordance with the approved BOQ and document all activities on signed job cards submitted to UNDP and MoHCC within 48 hours of completion.

·        The firm shall also respond to breakdown notifications only if separately authorised in writing by UNDP; such response shall be priced in the BOQ and shall not be assumed as included in the preventive maintenance lump sum.

3.3 Documentation and Reporting

The firm shall maintain complete and accurate records for all maintenance activities and shall submit the following:

·        Completed generator service checklist for each unit, signed and stamped by both the attending technician and the designated facility representative.

·        Signed and facility-stamped job cards for every preventive maintenance and corrective repair activity.

·        Fault reports detailing: fault description, probable root cause, corrective action taken, parts replaced (with manufacturer part numbers and quantities), post-repair performance test results, and any outstanding actions or recommendations.

·        Recommendations and written quotations or technical specifications for replacement of defective components or generator units where repair is no longer viable.

·        Comprehensive unit-level Condition Assessment Report for all 15 generators, documenting operational status, all identified faults, root causes, recommended corrective actions and, where applicable, unit replacement recommendations; accompanied by a fully priced Bill of Quantities (BOQ) for all required corrective maintenance works. Both the report and the BOQ are required components of the Final Completion Report (Deliverable D2).

All records shall be submitted to UNDP (primary) with endorsed copies to the MoHCC Directorate of Laboratory Services representatives. Digital copies (PDF or Excel) shall accompany physical documentation.