J036--Emergency Generator Maintenance and Repair
Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain Emergency Generator Preventative Maintenance and Repairs This is a Sources Sought notice and not a requ... Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain Emergency Generator Preventative Maintenance and Repairs 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 provide the following items: Capability Statement, DUNS Number, trade license and any other information you wish to provide. Please email all information to Joshua.Gallien@va.gov. The Veterans Health Administration (VHA) is seeking to obtain Emergency Generator Preventative Maintenance and Repairs for the West Haven and Newington Connecticut VA facilities. The standard of services shall be of quality; meeting or exceeding those outlined in General Requirements section below. Refer to the General Requirements 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. General Requirements: Emergency Generator Preventative Maintenance and Repairs Speculated duration of this requirement is: 1 Base Year (12 Months) and 4 potential annual option years Location of Facilities West Haven VAMC 950 Campbell Ave West Haven, CT 06516-2770 Newington Campus 555 Willard Ave. Newington, CT 06111-2631 1. SCOPE. The intent of this Contract is for the vendor to perform scheduled preventative maintenance and as needed Emergency and non-emergent repairs to the listed Emergency Electrical Generators at both the West Haven and Newington Connecticut campuses. This Contract does not guarantee the vendor the exclusive right to make any or all repairs. The VA retains the right to obtain emergent and non-emergent repairs from other sources. The contractor shall maintain in good operating condition the generators listed in the contract, Schedule A / Schedule B. All Preventative Maintenance and Repairs shall be coordinated through the COR assigned by the VA for both the West Haven and Newington Campus. 2. DESCRIPTION OF SERVICES. 2.1. COMPLIANCE. The contractor shall be fully responsible for compliance with all VA, local, state, and Federal environmental/occupational safety laws, rules and regulations. The contractor shall follow life and safety codes, and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working processes; example: lockout/tag out. 2.2. WORKING HOURS. Most Preventive maintenance work shall be performed on weekdays, excluding Federal holidays, during the hospital s regular weekday working hours of 7:30 a.m. 4:00 p.m. EST. The exception is Generator Building 39 located at the West Haven Campus maintenance shall take place on weekends on a date and time mutually agreed upon by the vendor and VA point of contact. 2.3 SERVICE CALLS, NOTIFICATION AND RESPONSE TIME. The contractor shall provide an emergency telephone number for purposes of accepting service calls, available 24 hours a day, 7 days a week, an answering machine is not acceptable. Facilities Management Service (FMS) shall notify the contractor of equipment malfunction, the nature of the malfunction, and the availability of the equipment. The contractor shall be on-site to diagnose malfunctions and make repairs within Two Hours of the originating call unless other timeframes are allowable by the VA POC. The contractor shall restore the equipment to full performance within 24 hours of the originating call and/or provide assistance in moving and connecting VA owned back-up generator. Vendor shall provide rental generator if deemed necessary and approved by the Contracting Officer. If rental equipment is deemed necessary, the equipment shall be quoted reviewed and approved by the Contracting Officer prior to installation. 2.4. MAINTENANCE PARTS. The firm-fixed prices include any/all required oil filters, air filters, water filters, lubricants additives, shop towels and the like required for proper preventative maintenance. Full performance is defined as; all defective parts have been replaced with original OEM parts to meet the manufacturer s original performance specifications or latest upgrade as per the manufacturer. The contractor is responsible to have in-stock or have the ability to provide all necessary parts, components, assemblies, modules and equipment to restore any malfunctioning equipment to full performance. The contractor shall supply and bear the cost of all parts, lubricants, cleaning supplies and tools required for preventive maintenance and, as a result of normal wear and tear. NOTE: Parts, considered to be the manufacturer s recommended parts, are to be replaced in the course of a recommended preventive maintenance inspection. All parts shall meet the original manufacturer s design specification. Lubricants shall meet manufacturer s specifications and have prior VA approval for use. Contractor shall turn over to the VA all non-repairable parts. The contractor may keep all repairable components. Any reconditioned components utilized to make repairs shall meet manufacturer s specifications, be noted on the service slip and have a 1-year parts and labor warranty. Use of a reconditioned part may only be used with the concurrence and approval of the VA point of contact. 2.5. CONFIRMATION OF REPAIR WORK. All completed repairs and maintenance shall be confirmed and approved by FMS, during regular hospital working hours, 7:30 A.M. 4:00 P.M. EST, Monday through Friday excluding Federal Holidays. After regular working hours, weekends, and holidays, the COR may approve equipment available for use after repairs have been made. The COR shall confirm and approve all after-hour emergency repairs during the next normal working day. 2.6. MAINTENANCE, INSPECTIONS, AND TESTS. Inspections shall be scheduled during the timeframe of February April, September and November of the contract year. Prior to scheduled month of service, the contractor shall provide the CO / COR a schedule of the weekdays/weekend this service is to be performed, for approval. The CO / COR shall have the authority to reschedule this service within twenty-four (24) hours of scheduled time due to emergency and/or prior weather situations at no additional cost to the Government. Contractor shall perform the required Preventative Maintenance Services as determined by the Manufacturers current requirements and inspect, adjust, lubricate, clean, repair and test all diesel generators and their associated equipment to ensure safe reliable service within all tolerances as required by manufacturer s specifications. All parts used shall be of the original manufacturer s design and specification or equal. All malfunctioning parts shall be replaced immediately to prevent undue down time and to ensure safe operation. NOTE: Upon discovery of malfunctioning part/s, the CO / COR or their designee shall be immediately notified and authorization provided prior to repairs taking place. Contractor is to conduct an Annual Facility Wide test to be scheduled during the timeframe which shall occur according to the VA s requirements. West Haven VA: Normally the Third Sunday of October between the hours of 7:00am 11:00am EST, this date may change due to any and all needs of the VA, if changed advanced notice will be given to the Contractor. Contractor shall provide (2) Technicians with separate vehicles that shall stay on station the whole test for support and operation of Emergency Generators. (Start Option Year 1) Newington VA: Normally during the month of September between the hours of 7:00am 11:00am EST on a weekend, this date may change due to any and all needs of the VA, if changed advanced notice will be given to the Contractor. Contractor shall provide (2) Technicians with separate vehicles that shall stay on station the whole test for support and operation of Emergency Generators. (Start Option Year 1) Additionally there will be testing of Generators that do not meet the required minimum 30% required load per the NFPA, these generators shall be scheduled to be tested accordingly during the Month of October (this date may change due to any and all needs of the VA), this will be during the weekends at both Campuses and coordinated between the Contractor and the COR. Annual load bank testing shall include 30 minutes at 30%, 30 minutes at 50%, and 60 minutes at 75%. Testing to include load bank equipment, hookup, testing and a full report of test shall be submitted to the COR within 5 working days of test completion. Any discrepancies and recommendations shall be annotated on the test report. 2.7. PREVENTIVE MAINTENANCE SERVICE. Annual and semi-annual preventive maintenance shall be performed per manufacturer s recommendations, VA Specifications and requirements shall meet applicable NFPA 110 standards in force, and shall include the following, but not limited to: change engine oil, change governor oil, change oil filters, clean oil strainers, and where applicable clean scavenging pump screens (all replacement fluids, filters and parts shall be factory approved OEM or equivalent). Visually inspect governor for leaks, lubricate governor linkage, change oil in governor, lubricate governor synchronizing motor, clean slip rings and/or commutator, lubricate overspeed switch, check diode heat sinks, lubricate generator, inspect to ensure brushes are free, inspect all wiring, visually inspect voltage regulators, synchronizer and all relays, contactors and circuit breakers. Inspect water heaters and controls. Visually inspect cooling system for leaks, pressure test radiator cap, and check and adjust drive belts, replace water filters, visually inspect cooling tower, lubricate fan bearings, lubricate motor bearings, and adjust drive belts. Visually inspect exhaust system for leaks and drain condensation. Inspect and lubricate day tank float switch, replace fuel filters. Inspect for leaks, drain water from traps, drain day strainers, clean sediment bowl, check for water in fuel. Inspect batteries, check water level and clean terminals and posts and coat with inhibitor. Clean crankcase filters (impingement-type only), replace all dry-type air intake filters, clean all oil bath air filters and replace with clean oil. Items listed may not be applicable to each generator set, and manufacturer s recommendations shall be followed when applicable. A) Engine Visual inspection of all components. Check fan and governor belts adjust as needed. B) Oil System Change Engine oil and filters annually on all engines Perform engine oil analysis annually, six months after the annual oil change. Submit written oil analysis report to the COR Provide recycling information for all oil exchanged for record. Lubricate battery charging generator or alternator, starter and governor. Service/change air filter per manufacturers recommended service intervals. C) Cooling System Test anti-freeze/coolant solution and top off as needed to maintain manufacturer s recommendations. Change antifreeze/coolant solution when required by manufacturer s recommendations. Check all hoses and system components for pliability and leaks. Check engine block heater and associated connections, both electrical, hoses and piping. Check cooling fins, solenoids and louver operation. Clean cooling fins by vacuum, air and pressure wash as needed. D) Fuel System Check, clean and replace fuel filters per manufacturer s recommendations. Check fuel pump and pressure. Check fuel sediment bowl/filter, fuel pump primer, hoses and connections. Check fuel solenoid. Check day tank for proper operation, including electrical and mechanical pumps, secondary containment, and alarms. E) Battery Check condition of batteries; add water if applicable and if needed. Check connections and clean terminals as required. Check for proper voltage. Check charging system. F) Starting System Check starting solenoid, started and charging rate. G) Electrical Check control panel relays, wiring and terminals. Check solid state relay and boards. Check voltage regulator. Check output voltage and frequency. H) Operating Checks Test run Generator and check the following under load for a minimum of 30 minutes: AC Voltage, Frequency, and all instrumentation for proper operation. Record readings on a form adaptable to the VA. Conduct Safety tests on overspeed, low oil pressure, high water temperature and other Safety devices as per manufacturer s recommendations. I) Annual Cleaning of Equipment The Contractor shall clean the Generator and associated room annually; this shall be done using biodegradable cleaning solution, vacuuming, and dusting shall include the Generator and Cabinet assemblies and Building floor areas, contractor shall remove all cleaning materials and waste when complete. J) Air Filter Walls Air Filter walls shall be changed for GB#1 and GB#2 at the West Haven Campus. 2.8. PERFORMANCE AND TESTING. Each emergency generator, after completion of maintenance, shall be operated by the contractor, witnessed by the VA point of contact or designee to ensure all components meet required standards as outlined in manufacturer s specifications. All components and controls shall be checked and adjusted if necessary. This testing shall include but not be limited to: testing lube oil pressure safety, overspeed safety, all pre-alarms, shutdown alarms, over cranking, low fuel alarm, adjust voltage and frequency, test delay cooldown, R.P.M., check for noises and leaks. 2.9. DOCUMENTATION OF SERVICES PERFORMED. At the conclusion of the inspection period, the contractor shall submit a report to the COR indicating the elements of the inspection performed, findings, and recommendations (if applicable). This report shall be submitted in the form of a checklist or manufacturer performance service slip, provided all requested information is supplied. All repair work shall be documented when service is completed. The service technician shall indicate on the report name of technician, the specific actions taken, all parts replaced, hours of labor required, and travel time. The equipment serviced shall be identified clearly by name and location. Upon completion of service, Engineering will sign the service ticket. After regular working hours and on weekends and holidays, the contractor shall deliver all service slips to FMS. 2.10. CLEANUP. The contractor shall be responsible for cleaning of the work area and equipment upon completion of work. All diesel engines shall be wiped free of oil and grease. The diesel room floor area shall be swept clean. All accumulated rubbish shall be removed daily. All fuel oil, lubrication, and any other material substance creating an unsafe operating area shall be removed daily. The contractor shall be responsible for the proper disposal of all hazardous materials as a result of this contract. All used oil or petroleum products shall be removed by the contractor upon completion of work and be reclaimed per DEP and EPA requirements. 2.11. SPECIAL TOOLS. The contractor shall provide all tools, testing equipment for disassembly, assembly, and adjusting, calibrating and other work as required for the performance of this contract. 2.12. REPAIR/EMERGENCY REPAIR. Upon discovery of a malfunctioning part (other than oil filters, air filters, and water filters) the contractor shall immediately notify the CO/COR or their designee. The repair job shall not be initiated until approval is obtained from the COR. The vendor shall provide a written quote with labor hours and parts list with pricing and physical location of generator in question to the COR for approval prior to commencement of work. Labor hours are to commence upon the contractor s arrival at the facility and end upon the contractor s departure. Mileage and travel time are excluded from the contract. The VA has sole discretion to select the contractor who shall provide repair services. 2.13. CONTRACTOR EMPLOYEES. Contractors Service Technicians shall be fully experienced in all aspects of maintenance and repair of diesel engines and generators of the type at VA Connecticut and shall have appropriate state trade licenses (ASE or Equivalent.) Technicians will be OSHA 10 Certified; Contractor shall present all required certification upon award of contract or when otherwise requested. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. Example: wearing of distinctive clothing such as uniform, badges, patches, etc. 2.14 Contractor spill prevention and safety. The contractor shall provide adequate spill containment equipment readily accessible at all times maintenance is occurring. Contracted employees shall be knowledgeable with the proper use of said spill containment equipment, and shall notify the VA as soon as possible in the event of an accidental spill. In addition, the contractor shall have the knowledge to adequately isolate the generator and electrical systems to mitigate risks while servicing equipment. 2.15. ESCORT AND CHECK-IN. All contractor personnel working onsite at the VA facility shall check in and out at Engineering Office (Building 15 West Haven Campus) (FMS Shop Newington Campus) during normal days and working hours, Monday-Friday 7:30am-4:00pm EST, afterhours, weekends and Holidays at (West Haven Building 16), (Newington Building 3 New). Access to work areas, and performance monitoring, will be provided by VAMC FMS shop personnel. Additional Information The VA reserves the right to remove, replace and add additional generators to this contract as necessary, any additional maintenance fees associated with the replacement or addition of generators shall be quoted and added to the remainder of this contract to include option years at the discretion of the Contracting Officer The Department of Veterans Affairs is a smoke free environment and smoking is not permitted at the facility. COVID-19 Precautions All vendor employees on site are required to follow any federal, local and VA COVID-19 requirements. Contact the local VA POC prior to arrival on station for any requirement updates. COVID-19 precautions can potentially change at any time; contractors shall be required to follow all current COVID-19 regulations. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021) Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. For indefinite delivery contracts: Contractor agrees to comply with FAR 52.232-99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced. Records Management Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. INVENTORY OF EMMISSION UNITS VACT NEWINGTON CAMPUS GENERATOR ENGINE INFORMATION CT-DEP # EMU-005 EMU-006 EMU-008 EMU-009 EMU-010 EMU-011 VA Unit # 6A 7 9 10 11 Mobile Unit #1 PMI # 6115-0006 6115-0007 Location Bldg. 3 Bldg. 3 Bldg. 11 Bldg. 2W Bldg. 2E Mobile Unit #1 Area Served Boiler Plant Area B1, B3, B4 & B33 Fire Pumps B1 & B11 B2W B2E Portable Eng. Manf. Generacc Cummings Detroit Diesel Cummings Cummings BlueStar Eng. Mdl. No. D6.7.1 KTA-1150- GC 12U92 NT-885-G6 KTA-38G1 TD350 01 Eng. Ser. No. DJ2610 31117774 DB-18229 11784621 33131847 B 5000 3 Date 2011 1980 1994 1996 1997 2013 Fuel Diesel Diesel Diesel Diesel Diesel Diesel Max. Fuel Use Rate (gal/hr) 13.5 25 43.5 20.4 54.9 15.8 kW 175 294 500 275 750 350 kVA 219 437.5 Voltage 120/208 120/208 120/208 277/480 277/480 277/480 RPM 1800 1800 1800 1800 1800 1800 BHP 280 394 670 435 1135 547 Testing Run (min/month) 30 30 30 30 30 30 Actual Use (min/month) 30 30 30 30 30 30 Installed Project No. 627-033 91-109/116 627-032E 627-032E EE88658 Permit No. No Permit Req'd Due to Age No Permit Req'd Due to Age 127-0047 127-0048 127-0046 Hrs. Permitted for Not Required No Required 110 110 110 Coolant Capacity (GAL) 12.2 17 45 11 42.5 21.2 Annual Loadbank Required Y/N Y Y Y Y Y Y INVENTORY OF EMMISSION UNITS VACT WEST HAVEN CAMPUS GENERATOR ENGINE INFORMATION CT-DEP # EMU-003 EMU-004 EMU-006 EMU-009 EMU-007 EMU-008 EMU-009 EMU-010 VA Unit # Mobile Unit #2 30 GB1-1 GB1-2 GB2-1 GB2-2 Mobile Unit #1 Mobile Unit #3 PMI # Location Bldg. 16 Bldg. 30 Bldg. GB1 Bldg. GB1 Bldg. GB2 Bldg. GB2 Mobile Unit #1 Mobile Unit #3 Area Served Boiler Plant B1, ICU's B#1& Elevators B#1& Elevators B#2 B#2 Portable Portable Eng. Manf. BlueStar Caterpillar Caterpillar Caterpillar Caterpillar Caterpillar BlueStar Kohler Eng. Mdl. No. TD350-1 C27 3512 3512 3512 3512 TD350-1 150REZT Eng. Ser. No. B5000-2 MJE01929 23703698 1KZ01040 24Z07327 24Z07326 B5000-1 11010437 Gen. No. Date 2013 2010 1996 1996 1996 1996 2013 2013 Fuel Diesel Diesel Diesel Diesel Diesel Diesel Diesel Diesel Max. Fuel Use Rate (gal/hr) 20 70.7 70.7 70.7 70.7 kW 350 750 1,100 1,100 1,100 1,100 350 150 kVA Voltage 208/480 480 480 480 480 480 208/480 208/480 RPM 1800 1800 1800 1800 1800 Testing Run (min/month) 30 30 30 30 30 30 30 30 Hrs. Permitted for 110 110 110 110 110 110 110 110 Annual Loadbank Required Y/N Y Y N N N N Y Y INVENTORY OF EMMISSION UNITS VACT WEST HAVEN CAMPUS GENERATOR ENGINE INFORMATION CT-DEP # VA Unit # GB1-3 Gen 20 Gen 19 Mobil 4 PMI # Location Bldg GB1 West Spring St CH&P Plant Mobil Unit Area Served B#1 and Elevators SPS Trailer CH&P Plant Various Eng. Manf. Caterpillar Caterpillar Kohlar Caterpillar Eng. Mdl. No. PRH08349/C32 JSJ04209/C32 3339GGFD0001/KD1500 1FZ00618/2508 Eng. Ser. No. Gen. No. Date Fuel Diesel Diesel Diesel Diesel Max. Fuel Use Rate (gal/hr) kW 1000 1000 1500 1000 kVA Voltage 480 480 180 480/208 RPM 1800 1800 1800 1800 Testing Run (min/month) 30 30 30 30 Hrs. Permitted for Annual Loadbank Required Y/N N Y N Y
Data sourced from SAM.gov.
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