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Page 7 of 7 Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain a qualified vendor to provide Emergency Generator Service at the Maine HCS This is a Source... Page 7 of 7 Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain a qualified vendor to provide Emergency Generator Service at the Maine HCS This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought, please ensure that you indicate your DUNS number on your response. The Veterans Health Administration (VHA) is seeking to obtain a qualified vendor to provide Emergency Generator Service Contract at the Maine HCS listed below. The standard of services shall be of quality; meeting or exceeding those outlined in the general performance work statement as described below. Refer to the Statement of Work section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. STATEMENT OF WORK Inspection, Preventative Maintenance, and Repair of Emergency Generators INTRODUCTION The work includes but is not limited to: provide all equipment, fluids, tools, labor, and to perform regular and periodic examination as stated below, semi-annual and annual preventative, 24 hour emergency call back diagnosis and repair of the emergency generator systems at the VA Medical Center in Augusta, ME located at 1 VA Center. The proposed term of the service is one year from the date of the award. There will be four additional renewal option years to be re-evaluated and awarded annually. DEFINITIONS/ACRONYMS Engineer (ing) - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative. WHEN Hours- Weekends, Holidays, Evenings, and Nights. Anytime outside of Normal Business Hours (Monday-Friday 7:00am-4:30pm) ESR - Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Authorization Signature - COR signature; indicates work status is accepted as stated in ESR. VAMC - Department of Veterans Affairs Medical Center. PM- Preventive Maintenance EQUIPMENT TABLE Make: Model: S/N: Location: Magnum Power XQ570 XQ570HME500131 Bangor Magnum Power MMG330 1409605 Bldg 244 Generac MDG250 3002791927 Bldg 202-200 Generac MDG150 3002791925 Bldg 202-200 Generac MDG100 3002876808 Bldg 202-200 Ingersoll Rand G40 4FVCBAA78440089 Bldg 229 Caterpillar C9 C9E01997 Bldg 244 (*) Caterpillar 3459 CCB00984 Bldg 200-195 (*) Caterpillar 3412 81z08706 Bldg 200-195 (*) Caterpillar XQ570 XQ570LME500127 Lewiston Caterpillar MMG330 3002791927 Bldg 249 Caterpillar C13 T3200659 Bldg 210 (*) Caterpillar C27 2A300654 Bldg 244 (*) Caterpillar 3406 4ZR01263 Bldg 238 (*) (*) - Critical Joint Commission Generators that include 2 replacement batteries/unit in Second Yr Check Mobile Generators are subject to change location SCOPE This project includes the following tasks: 4.1 Task 1 Scheduled preventative maintenance: Provide regularly scheduled annual and semi-annual preventative maintenance services for all the emergency generator systems at the Medical Center noted in the equipment table. Service includes the following at the minimum or Manufacture requirements whichever is greater. SEMI-ANNUAL CHECK (ENGINE NOT RUNNING) Conduct visual check around the generator. Check the battery s liquids specific gravity, do battery load test, top up\fill if necessary. Clean battery terminals and lugs. Check all V and fan belts to make sure there are no hair line cracks on the belts, replace if cracked or worn. Check and adjust tension on all V and fan belts. Check coolant level and top up\fill if necessary. Check specific gravity of coolant. Replenish as necessary to maintain manufacturers recommended level and specific gravity of coolant additive. Check operation and components of water jacket heating system. Test fuel day tanks for water. Record water levels in tanks. Drain condensate from exhaust condensate trap. Clean air filter element. Inspect all fuel, oil, and water piping for secure mounting. Inspect exhaust piping and muffler insulation. Inspect crankcase breather tube. Check all control panel indication LED s. SEMI-ANNUAL CHECK (ENGINE RUNNING) Turn off the generator circuit breaker and run the generator unloaded for 15 minutes. Check the generator for unusual conditions, such as: excessive vibration, excessive black or white smoke. The following indicators on the control panel also need to be checked and verified while the generator is running: fuel level, oil pressure, water temperature, rpm, voltage, and frequency. With the engine running and the generator circuit breaker open: Jumper water temperature switch Jumper oil pressure switch Jumper coolant low-level switch Press emergency stop push button. Each time the switch is jumped or the emergency stop button is pressed the engine should stop and the corresponding failure lamp should illuminate. Reset the shut-down mechanisms after each test. Read and record verify all engine and alternator indicators. Check exhaust for excessive black or white smoke. (See manufacture s manual) Check turbocharger for vibrations, check for any abnormal noise during operation. Check generator bearing for noise and overheating. Check exhaust manifold, muffler, and piping for leaks and secure mountings. Check fuel day tank for overheating. Check exhaust backpressure at the Diesel particle filter (Dpf.), if above 24 Inches H20 / 6 kPa, Dpf filters to be removed and cleaned. Or in accordance with the manufacturer s recommendations. SEMI-ANNUAL CHECK (ENGINE STOPPED AFTER RUNNING) Inspect engine water, fuel, and oil systems for leaks while engine is hot. Fill out maintenance checklist and report deficiencies. Confirm that circuit breaker is in closed position, and generator is set in automatic. SEMI-ANNUAL CHECK (ENGINE NOT RUNNING) Change fuel and air filters every 250hrs or once a year whichever is sooner Change coolant filters every 250hrs or once a year whichever is sooner Inspect battery charging Alternator and V belt. Inspect engine and generator wiring harness for wear and damages. Inspect supports and spring isolators for soundness and stability. Inspect unit thoroughly for loose fasteners. Clean radiator air passages and exhaust air ducts. Clean intake louvers and ducts. Inspect unit for corrosion. Remove any corrosion, prime and paint. Inspect fan drive idler pivot arm assembly and shock absorber. Inspect Belt driven fan hub. Take fuel oil samples, analyze and report composition and cleanliness.ANNUAL CHECK (ENGINE RUNNING) Perform complete semi-annual Engine running schedule (Section 2). ANNUAL CHECK (ENGINE STOPPED AFTER RUNNING). Perform complete semi-annual Engine stopped after running schedule. (Section 3). Change crankcase oil and filters every 250 hours or once a year, whichever is sooner. Fill out maintenance checklist and report deficiencies. Confirm that circuit breaker is in closed position, and generator is set in automatic. OUT YEAR CHECKS Second Year Checks: Inspect Turbocharger: Inspection to include bearings, seals, exhausts, and air impellers. Change all gasket and seals. Inspect Rotating rectifier: Inspect and clean rotating rectifier per manufacturer s recommendations. If replacement is warranted, provide a written recommendation to the COR for action to include all material and labor. Replace batteries: Replace batteries with minimum Caterpillar Deep Cell batteries per manufacturer s recommendations. Provide two (2) batteries for each generator. Replace cooling system temperature regulators with seals. Task 2 Repairs and Emergency Call Back Service: Contractor shall have technician on site within two (2) hour, during normal business hours and three (3) hours, during WHEN hours of request by telephone or otherwise from contacting officer, Chief Engineer and/or designees for emergency services. Response will be in the event of a shut down or emergency trouble developed between regularly scheduled maintenance services. Overtime emergency call back service shall be limited to minor adjustments and repairs required to protect and provide immediate safety of the equipment and persons in and about the generators. The contractor shall be responsible to make all repairs and adjustments necessary. Repairs are defined as unscheduled work required to (1) prevent a breakdown or malfunction of an item of equipment; (2) put a system or a subsystem back in service after a breakdown or malfunction. The emergency generator systems of the medical center must remain operational 24/7. Alternative measures for providing equivalent emergency power during repairs are the responsibility of the VA. Repairs shall be completed within 24 hours after the need for repair has been identified by the contractor or by the Government. All repairs shall be in accordance with the equipment manufacturer s requirements and\or applicable laws, regulations, codes, etc. An extension may be granted at the discretion of the COR on a case by case basis. Each request for an extension must include and explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the system as timely as possible. The Contractor shall furnish all supplies, materials, and equipment to perform regularly scheduled service, emergent service, and repairs. All parts and materials shall be of the original manufacturer s design and specification, or equal thereto. The Contractor shall have and maintain on hand locally a supply of spare parts enough for normal maintenance and expedient emergency repairs of the generators. Parts greater than $500 to be VA funded but installation provided free of charge by contractor. Space is not available for storage of equipment or materials. If needed the Contractor should make arrangements for storage as part of this contract. PERFORMANCE REQUIREMENTS The Contractor, under this Scope of Work (SOW), will be responsible for all supervision, labor, tools, lubricants, cleaning products, and manufacturer replacement parts and equipment required to carry out all services as outlined in this SOW. The medical center is considered a critical facility; therefore, all emergency generator equipment shall be kept in first class condition and proper working order 24/7. The Contractor will be required to evaluate the existing equipment and provide the COR with a proposed maintenance schedule in advance of service. Contractor must submit to the COR for review, work sheet/checklist that will be used for performing and documenting maintenance service. All personnel working in the vicinity shall wear and /or use safety protection equipment and exercise the appropriate cautions while all work is performed. Any questions or injuries shall be brought to the attention of the COR, and Safety Manager or Safety Officer. Material data sheets (MDS)shall be provided by the contactor for all HAZMAT materials. Copies will be provided to the COR for approval. No materials will be allowed to be brought on site until they have been submitted and approved by the COR in advance. Preventive maintenance for Standby generator sets to be performed by a technician or mechanic, who is manufacturer certified to work on Caterpillar and other Diesel manufactured emergency generators as listed above. All off site calibration of generator components to be performed by an authorized Caterpillar repair location, a calibration certificate for each calibrated component must be issued. Perform all annual preventive maintenance procedures prior to beginning out-year cycles. COR must immediately be made aware of any condition discovered that could result in equipment failure. Testing and inspection summary report shall be submitted to the COR within three days of completing all work. If any discrepancies are found with the generator system that are not covered under this scope of work, then the contractor must provide the following: Detailed report noting the discrepancy found. Bill of Materials (BOM) to include component name, quantity, part #, and assumption of price for any repair material required and material lead time. All work shall be completed during normal business hours in conjunction with the medical center regularly scheduled monthly generator testing, unless called back for emergency service outside of normal business hours. Emergency call back services shall be assumed to be completed during WHEN hours. All travel costs associated with performance of this contract are the responsibility of the Contractor and are provided at no additional cost to the government as part of this contract. Travel costs are defined but not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc. The services shall be completed in accordance with the latest National Electrical Code (NEC), and National Fire Protection Association (NFPA) standard, VA Standards and policies, and local and city codes. In the event there is conflict between any of the standards/codes, the more stringent standard/code shall apply. Clarification for conflicts must be requested in advance of the service rendered. Contractor shall comply in accordance with all OSHA Safety Guidelines. Upon arrival at the medical center, the Contractor shall check in with the maintenance scheduler, COR or designee. Contractor shall sign in and out in engineering during normal business hours. During WHEN hours the Contractor shall sign in and out at the Boiler Plant. While on property the contractor shall always display an appropriate contractor badge . DELIVERABLES Submittal of proposed maintenance schedule of activities for review and approval by the COR. Submittal of proposed equipment and materials to be used on site for review and approval by the COR. Submittal of Contractor safety plan and lock\out tag\out plan. Submittal of material Data Sheets (MDS) shall be provided by the contactor for all chemicals proposed to be brought to the medical center. Chemicals must be approved before they can be located on property. Submittal of all maintenance reports. Must be submitted within 3 days of service completion date. Reports should include at a minimum: Name and contact information for contractor. Name of employee performing the work. Date of work performed, and hours spent. Description of the work performed including PMI s and equipment worked on. Detailed report noting any deficiencies found. Signature of employee that performed work as well as the COR. Bill of Materials (BOM) to include component name, quantity, part #, and assumption of price for any repair material required and material lead time.