Page 2 of 2 Department of Veterans Affairs, Network Contracting Office 2, anticipates soliciting proposals and subsequently awarding a single award, firm-fixed-price contract in support of Emergency P... Page 2 of 2 Department of Veterans Affairs, Network Contracting Office 2, anticipates soliciting proposals and subsequently awarding a single award, firm-fixed-price contract in support of Emergency Power Generator Service Contract East and Orange Campuses.
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This is a Sources Sought Notice (a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. (b) Although "proposal," "... This is a Sources Sought Notice (a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited. (b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. (c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law. (d) This Sources Sought is issued by VISN 2 Contracting Office in Canandaigua, NY for the purpose of collecting information about Annual Emergency Generator Service and Testing at the East Orange VA Medical Center, 385 Tremont Ave, East Orange, NJ, 07018. The VA is seeking to provide for this requirement to replace an expiring contract. The NAICS code identified for this requirement is 811310Â Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. The requirement is detailed in the Statement of Work section of this document. (e) Cursory market research has identified several small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment are encouraged to email a capability statement and full information to Lisa Harris at Lisa.Harris4@va.gov . Part of the purpose of this Sources Sought is to determine the viability of set aside to a specific socio-economic category. Contractors shall identify the NAICS code for the services being offered as well as their size status under said NAICS. If a contractor is a Service Disabled Veteran Owned Small Business (SDVOSB), a Veteran Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. - Contractors shall also identify any Federal Supply Schedules that may carry the desired services. - Contractors shall identify pertinent point of contact for company, contractor DUNS number for size standard and socioeconomic verification in SAM and VIP. - Contractors shall include any relevant comments about the Attachment(s) if applicable. Request for Services - Statement of Work (SOW) EMERGENCY GENERATORS MAINTENANCE SERVICES Contract description. Provide Maintenance Services for Emergency Power Generators at East Orange (EO) Campus and Lyons (LY) Campus. Background. The VA New Jersey Healthcare System East Orange and Lyons Campuses are currently seeking Emergency Power Generator Maintenance Service. There is currently an expiring bundled contract that contains this service and other services. These services will cover the Emergency Power Generators Maintenance, Switchgear Battery Testing, Automatic Transfer Switch (ATS) Testing and Substation Battery Testing at both sites. Scope. Contractor is required to furnish all materials, parts and labor to accomplish the task of full preventive maintenance program to maintain emergency generator sets in accordance with VA specifications for the VA NJ Health Care System, East Orange and Lyons Campuses. Specific Tasks. The scope of work shall include but not be limited to the following preventative maintenance services: East Orange Monthly PM Emergency Generator Lubrication system Check Oil level, top off as required Check Oil pressure at operating temperature Inspect for leaks Inspect for evidence of dilution and contamination Fuel system Check fuel quantity Check fuel quality (specific gravity) Check for water or foreign material contamination Check operations of transfer pumps Check and record fuel pressure Inspect fuel supply manifolds for leaks, condition and security Inspect engine fuel lines, pump, and filters for leaks, condition and security. Inspect and lubricate governor actuator to rack and ball joints. Air system Inspect louvers and ductwork for condition and proper operation. Inspect air filters for condition and security; tighten clamps and brackets as required Inspect turbo outlet hoses and pipes for condition and security; tighten clamps and brackets as required Inspect and lubricate blower by-pass actuators. Inspect and lubricate air box damper operating mechanism. Service crankcase breathers and air box drains as required. Cooling system Check coolant level, top-off as required. Check and record freeze protection, add ethyl glycol as required. Chemical test corrosion protection, add inhibitor as required. Pressure test to 15 PSI and inspect for leaks. Inspect fan shrouds, guards, and brackets for condition and security; tighten fasteners as required. Inspect radiator core for cleanliness, condition and security. Inspect and adjust fan drive belt for condition and proper tension Inspect and lubricate idler and fan drive bearings. Check condition and security of mounts, brackets and adjusters; tighten fasteners as required. Inspect coolant hoses and pipes for condition and security; tighten clamps and brackets as required. Check and record coolant temperature under operating conditions. Electrical Check and record residual, no load and full load volts. Inspect exciter assembly, stator and field for cleanliness and physical integrity. Inspect cable and wire termination at generator for condition and security. Inspect rotating rectifier and surge suppressor for condition, connection and mounting tightness. Inspect end bell enclosure for cleanliness and device interference with rotating assemblies. Prove monthly generator protective devices. Controls Check operation of auto start and remote controls. Check operation and accuracy of AC and engine instruments. Check operation of generator set associated indicators, lights and alarms. Check and adjust as required synchronized kilowatt and reactive load sharing. Check and adjust as required system frequency and voltages. Battery sets Inspect battery sets for cleanliness, clean as necessary. Inspect terminals for tightness and cleanliness and adjust as necessary. Semi-annually check cell voltage and specific gravity of each cell and provide report to Facility Management Service. Check fluid levels in each cell and adjust as necessary. Inspect battery charger and make necessary adjustments as required. Quarterly PM Switchgear Battery Sets (to include loadbank testing) Measure and record individual on line unit/cell and total string float voltage using a calibrated digital volt meter with two (2) decimal place capability. Measure and record individual unit/cell and total string AC ripple voltage. Measure and record AC ripple current. Measure and record battery jar and ambient room temperature. Record the following UPS readings. ADC output voltage and current. AC input voltage and current DC Float voltage and current. Perform visual inspection of the following. Cell post, inter-cell/unit connectors, cables and associated hardware. Cell covers, jars, post seals, jar/cover, seals, and pressure release valve. Battery racks/cabinets, associated components and hardware. Clean all cells, racks/cabinets and provide corrosion control where necessary. Inspect battery room for all safety requirements as per 1EEE Std 450-1995 and OSHA regulations. Provide Inspection report consisting of all data record during the inspection. Recommendations and observations. Maintenance repair costs. Twice annually PM Emergency Generator Drain and flush engine cooling system with fresh water and engine coolant cleaner; change all coolant hoses Replace engine thermostats Change engine coolant and add conditioner to new coolant Change all V-belts Change fuel line hoses on generator and day tank Change day tank inlet fuel filter Annually PM Emergency Generator Change engine oil and oil filters Clean all batteries and terminals Check coolant system, fuel system and lubrication system for leaks, adding conditioner and coolant if necessary Change fuel filters Change air cleaner element Check turbo end-play Check oil level at governor Clean engine crankcase breather Check and adjust all linkages Check all alarms and shutdown devices Clean engine and wipe down Check all connections in control panels and generator Clean all circuit boards and contractors with contact cleaner Drain condensation from day tank Clean magnetic pickup on flywheel Exercise main circuit breaker Megger generator windings and report findings to COR Draw engine oil sample for analysis and submit written report to the Chief of Operations Perform Loadbank Testing of all generators to meet JCAHO / NFPA 99 Requirements. Generators requiring loadbanking are: Building 1 Building 7 generator Building 8 generator Building 15 generator 26KV Substation CN-2 Generator DN Generator Equipment list for PM Bldg. 1 - A-Vault Emergency Generator 800 KW Detroit Diesel S/N 16EE0004113 Engine S/N 91637306 Gen. Mfr. Marathon Gen. S/N 682FDF45841F Bldg. 1 - B-Vault Emergency Generator 800 KW Detroit Diesel S/N 16e000411 Engine S/N 91637306 Gen. Mfr. Marathon Gen. S/N 682FDF1584FFW Bldg. 1 - C-Vault Emergency Generator 600 KW Mitsubishi M/N S12A2 Mfr. Rudox M/N RM550 Gen. S/N 20727 Bldg. 7 Emergency Generator 650 KW Detroit Diesel S/N DD16VF012374 Bldg. 8 Emergency Generator 175KW DMT/Cummins S/N 11604063 Eng. S/N NT85564 Bldg. 15 Emergency Generator 225 KW Cummins S/N 10771177 Eng. S/N NT 85565 26KV Substation Generator CN-2 2009 Caterpillar Engine Model # 3512C-GD 1875 kVA 1500 kW Generator Model # SR4BGD Serial # G4W00819 Generator DN 2009 Caterpillar Engine Model # 3516C-HD 3125 kVA 2500 kW Generator Model # SP5 Serial # G7G00191 Switchgear Battery List Bldg. 1 A-Vault Panel 15 C7C-4JC-50 A" vault starting Control batteries Model: DD9163-7306 Serial: 16E000411 Bldg. 1 B-Vault - 3-4HHC-SC19 Panel 15 C7D-4JC-50 "B' vault starting Control Batteries Model: DD9163-7306 Lyons Serial:16E000412 Bldg 1 C-Vault - 3-4HMC-SC19 Generator 3 - 4CJC-CD13 Switch gear 15 - C7C-4JC-CD13 Starter Batteries Model: Rudox RM 550 Serial: J330522765 Bldg. 7 generator batteries Model: Detroit Serial: 16VF012374 Bldg. 8 generator batteries Model: Cummins Serial: 11604063 Bldg. 15 generator batteries Model: C16 Serial: FTE03117 26KV substation battery system Generator CN-2 Model: 3512 Serial: SBG00650 Generator DN Model: 3516 Serial: SBK00797 Monthly PM Emergency generator FMS14 Check oil level and replenish as needed Check alarms and make repairs as necessary Check battery condition and refill with distilled water as needed Check and clean battery terminal connections Check operation of battery charger Inspect equipment for any visible fluid leaks and make repairs as necessary Check annunciator panels for proper operation Replace any burnt out indicator lamps Report any problems or inspection failures to the COR Monthly PM Testing of the emergency generator system: run generators under load Pre-check the following items located in the emergency generator room. Check battery charging units Check batteries for corrosion, loose connections, plate water level, broken or cracked casing and missing battery caps Check engine crank case dip-stick for proper oil level. Check radiator coolant for proper level Check engine and piping for oil, water and fuel leakage Check control panel indicator lights, and verify that control switches are in automatic position Check fuel tank level, fuel pumps, and fuel lines Perform leak test on all UST (underground storage tanks) Insure all main circuit breakers in the electrical panel are closed. Notification Immediately prior to the test, the craftsman performing the test will verify that there are NO on-going life sustaining activities requiring continuous electrical service Inform appropriate fire reporting sources of power change over Equipment Shutdown Turn off appropriate equipment as needed. Test Generators. Activate remote test switch on emergency generator control panel from AUTO position to TEST position. Testing ATS selected is to be rotated monthly to utilize all transfer switches. Following is a list of Automatic Transfer Switches: Bldg 1 - 5 switches Bldg 2 - 2 switches Bldg 3 - 3 switches Bldg 4 - 2 switches Bldg 7 - 2 switches Bldg 8 - 2 switches Bldg 9 - 2 switches Bldg 10 - 1 switch Bldg 12 Fire House - 1 switch Bldg 13 Warehouse - 1 switch Bldg 14 Boiler Plant - 3 switches Bldg 53 - 2 switches Bldg 54 - 4 switches Bldg 57 - 2 switches Bldg 135 - 3 switches Bldg 136 - 14 switches Bldg 136 Chiller Plant - 1 switch Bldg 141 - 1 switch Bldg 143 - 4 switches Areas to be checked and equipment to be reset after transferring from Emergency back to Normal Power: (Due to sensitivity of the following areas, equipment located in the Pharmacy, Directors' Suite and in the Laboratory of Bldg. s 1 and 3 are to be double-checked to assure they remain in operation.) COR to be notified of any negative findings Any generator that does not reach minimum of 30% name plate load rating is to be reported to the COR. Annual load bank testing will be required of any generator that does not meet this requirement. Notify the following personnel when system is returned to Normal Power: COR, Electric Shop Foreman, and Chief of M&R. Note any discrepancy in the test and report immediately to the COR. Monthly PM Fuel tank monitor Check for any alarms. If alarms are present-take immediate corrective action Check sump and manway for water and condition for 11 in- ground and 2 con-vault fuel tanks. Twice annually PM Emergency generator fuel system FMS14 Fuel quality testing must be done from the day tank and the underground storage tank (UST). Records of sampling will be maintained at the equipment repair shop by the COR. Annually PM Emergency generator FMS14 Change engine oil and oil filters. Clean all batteries and terminals. Check coolant system, fuel system and lubrication system for leaks adding conditioner and coolant if necessary. Change fuel filters. Change air cleaner element. Check turbo end-play. Check oil level at governor. Clean engine crankcase breather. Check and adjust all linkages. Check all alarms and shutdown devices. Clean engine and wipe down. Check all connections in control panels and generator. Clean all circuit boards and contactors with contact cleaner. Drain condensation from day tank. Clean magnetic pickup on flywheel. Exercise main circuit breaker. Megger generator windings and report findings to COR Perform Loadbank Testing of all generators to meet JCAHO / NFPA 99 Requirements. Generators at Lyons Campus requiring loadbanking are: Bldg. 2/9 - 369 KVA Bldg. 3/4 - 875 KVA Bldg. 7/8 - 281 KVA Bldg. 10 - 425 KVA e. Bldg. 13/14 - 456 KVA Bldg. 53 - 288 KVA Bldg. 54 - 569 KVA Bldg. 57 - 375 KVA Bldg. 136G1 - 2000 KVA Bldg. 136G2 - 2000 KVA Annual load bank testing will be required of any generator that does not meet the 30% minimum nameplate loading rating at time of monthly service. Annually PM Transfer switch. Transfer switches throughout the Campus are of various voltages ranging from 208, 480 and 4160. Amperage ranges from 30 to 1600. Check all wire connections, ensure all screws, nut and bolts are tight. Check all lugs to ensure correct torque specs. Visibly inspect for burns, hot spots, discoloration and or physical damage. Lubricate all moving assemblies, ensure smooth operation. Clean inside of cabinet. Cycle between emergency and normal to ensure there is no binding. After all servicing has been completed, provide COR with list of findings and or recommendations. Annually PM Fuel tank monitor, Veeder Root TLS-350 manual Check for any alarms. Clean exterior with a soft cloth dampened with a solution of water and mild detergent. Vacuum dust from inside the chassis Oil lock mechanism and hinges as required Inspect wiring to make certain it is in good condition and all terminals are tight Replace back-up battery. Complete annual certification on the thirteen (13) veeder FboNotices to include all sensors and alarms. Biennial PM Emergency Generator FMS14 Drain and flush engine cooling system with fresh water and engine coolant cleaner. Change all coolant hoses. Test engine thermostats for proper operation. Change engine coolant and add conditioner to new coolant. Change all v-belts Change fuel line hoses on generator and day tank Change day tank inlet fuel filter. Triennial PM Emergency Generator FMS14 To be scheduled with the COR to coordinate with triennial switchgear testing. All emergency generators must be run under building load for a minimum of 4 hours every 36 months. All parameters must be monitored and recorded hourly and a detailed report submitted to the COR. Equipment list for PM GENERATOR MFR KW VOLTAGE 1 Caterpillar 295 208 2/9 Caterpillar 295 208 3/4 Caterpillar 700 480 7/8 Caterpillar 225 208 10 Kohler/Detroit 350 208 13/14 Caterpillar 365 208 53 Caterpillar 230 208 54 Caterpillar 455 208 57 Caterpillar 406 208 135 Caterpillar 800 480 141 Caterpillar 116 480 143 Caterpillar 750 480 136G1 Caterpillar 2000 480 136G2 Caterpillar 2000 480 Contractor will be required to submit a report of findings to the EO and LY campus COR s monthly. The report shall include system deficiencies, problems corrected and recommendations for additional work needed. The report will also provide list of contract personnel on site with corresponding hours provided per day. Prior to end of contract year, Contractor will provide the COR with a yearend report indicating problems identified and corrected and existing deficiencies and future recommendations. Service reports must be signed by both service provider and COR at completion of work. An electronic version of same shall be sent to the COR. Contractor technician must be must have a minimum of three (3) years working experience with all equipment listed above and a minimum of three (3) years in the Electrical trade at a journeyman s level. Service persons must retain the following: OSHA 30 Hour Safety Training Card. Inspection Upon completion of the maintenance or inspection service, the COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. This inspection should ensure that all equipment is returned to full functioning condition No invoices will be processed for payment prior to the completion of COR/POC inspection. Security Requirements. The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions of any federal, state, local, or VA Safety Requirements and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work and hold the Contractor in default. General Contractor s employees shall not enter the project site without appropriate security badge. They may also be subject to inspection of their personal effects when entering or leaving the project site. No photography of VA premises is allowed without written permission of the Contracting Officer except as specifically required by the scope of the work. VA reserves the right to close or shut down the project site and order General Contractor s employees off the premises in the event of a national emergency. The General Contractor may return to the site only with the written approval of the Contracting Officer. Government Furnished Property N/A Other Related Services (Not Included in the Scope of Work) Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive. Risk Control Contractor shall take all measures for safety & infection control and provide all material necessary for protecting existing equipment and property in affected areas of construction against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations will not be hindered. Contractor shall permit access to Department of Veterans Affairs personnel and patients through other construction areas which serve as routes of access to such affected areas and equipment. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Medical Center operations will continue during the construction period. Place of Performance. East Orange BLDG 1 A,B,C vaults BLDG 7,8,15 26KV Substation Upon arrival to perform service, Contractor to report to Utility Shop Foreman, in Bldg. 1, B-Level, Room 128, Ext. 2099. Lyons a. BLDG 1, 2, 3, 4, 7, 8, 9, 10, 13, 14, 53, 54, 57, 135, 136G1, 136G2, 141, 143 Upon arrival to perform service, Contractor shall report to the Equipment Repair Shop Foreman, Bldg. 15, Room 6, Ext. 4280. Contractor is required to provide at least a 24-hour notice prior to arrival for scheduled maintenance. Any work required after hours of 7:30 AM to 4:00 PM Monday thru Friday, weekends, and/or Holidays must be approved by the COR prior to scheduling. All work to be performed 7:30 AM to 4:00 PM, Monday thru Friday. Accessibility to all areas will be provided and scheduled through the Utility Systems Foreman. When calibrations must be conducted during off tours due to access restrictions, access shall be arranged through the A/C Equipment Supervisor/COR. Minimize interference of construction activities with flow of Medical Center traffic, keep roads, walks and entrances to grounds, to parking and to occupied areas of buildings clear of construction materials, debris and standing construction equipment and vehicles. Period of Performance. This requirement is for a Base year with the provision of four (4) option years.
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