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RFI 36C24523Q0421 GENERATOR MAINTENANCE HERSHEL WOODY WILLIAMS VA MEDICAL CENTER The Hershel Woody Williams VA Medical Center is conducting this Sources Sought to identify contractors who possess capa... RFI 36C24523Q0421 GENERATOR MAINTENANCE HERSHEL WOODY WILLIAMS VA MEDICAL CENTER The Hershel Woody Williams VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below. As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy. Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice. Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought. This service will be implemented using the North American Industry Classification System (NAICS) Code 811310. If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered. NOTES All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to craig.armagost@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than April 13, 2023 at 1:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice. DISCLAIMER This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. STATEMENT OF WORK PART A GENERAL INFORMATION A.1 INTRODUCTION The Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington WV, 25704 has a requirement to have 18 emergency backup generators serviced. A.2 BACKGROUND The VAMC has 18 Emergency Backup Generators, which start automatically during a power outage. All 18 Generators require Preventive Maintenance, Checks and Services. (ie, changing the oil, new fuel filter, new oil filters, New Air Filters, ect). A.3 SCOPE OF WORK Vendor will provide all parts, labor, equipment, material, supplies (Oil, Oil Filter, Fuel Filter, Air Filter, etc.) and supervision to service and conduct Preventive Maintenance on 18 Emergency Backup Generators per the Statement of Work listed below. The entire Checklist found in Part B.2 must be completed on each Generator to include the 4 Major tasks listed below: (a) Change Oil (b) Change Oil Filter (c) Change Fuel Filter (d) Change Air Filter The service company is to be aware that the list of generators found in Part B.1 may change from option year to option year. Services are to be provided starting in the base year of May of 2023 through May of 2024, with up to 4 option year renewals. STATEMENT OF WORK PART B WORK REQUIREMENTS Selection of the vendor will be based on Best Qualified. Historical review of work (past performance) and statement of capabilities (technical ability) will be considered before price. B.1 The following is a list of the generators that are required to be serviced: B.2 Task to be completed for each generator. The following Preventive Maintenance, Checks and Services will be conducted as appropriate/required for each specific generator: Check condition & tension of all belts. Adjust as necessary. Check super/turbocharger for leaks & wear. (if applicable) Visually check lube oil condition & level. Visually check for oil leaks. Visually check coolant condition & level. Record anti-freeze protection level. Record coolant dca protection level. Visually check for coolant leaks. Visually check operation of coolant heater. Visually check condition of coolant hoses. Visually check condition & operation of remote radiator. (if applicable) Pressure test radiator cap. Visually check exhaust system condition & for leaks. Change Air Filter. Visually check hoses, clamps, and air restriction indicator. Change Motor Oil. Change Motor Oil Filter. Visually check air & vent tube connections. Clean and inspect crankcase breather. Visually check fuel lines & connections. Visually check day tank fuel level. Visually check for fuel leaks. Check transfer or day tank pump. Change fuel filter(s) Clean fuel bowl. (if applicable) Visually inspect ac/dc brushes & commutator. (if applicable) Visually inspect commutator. (if applicable) Visually inspect collector ring. (if applicable) Visually inspect electrical connections. Visually check battery connections & clean if needed. Visually check battery condition & solution level. Check starting system operation. Record cranking voltage. Note overall condition of battery system. Check condition of charger and record battery charger amps and volts. Run & check for proper lube oil pressure, water temp, coolant temp, oil temp, alternator charge rate, voltage, and frequency. Run & check for normal operation & leaks. Check for vibration. Visually check operation of louvers. Check for proper governor operation. Record all gauge and meter readings. Check output of generator ac voltage. (automatic transfer switch) Check condition of voltage sensors. (automatic transfer switch) Check for proper adjustment of timers. (automatic transfer switch) Check for proper adjustment of start relay. (automatic transfer switch) Visually check exerciser clock for proper operation. A detailed list of materials/parts needed to conduct preventive maintenance for each generator will be provided by the vendor to the VAMC. This list will include part numbers for all items on each generator such as oil, oil filter, fuel filter, air filter, etc. On several generators the VAMC will hook up a portable generator before the servicing begins, to assure the continuity of electricity. This may delay starting the servicing by a short period of time, though we will pre-position the portable generator and we use quick disconnects. All service adjustments will be made in accordance with manufacturer's specifications using required tools and procedures. Vendor 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 other petroleum products shall be removed by the contractor upon completion of work. A document indicated the amount of hazardous materials disposed, and their disposal technique, will be provided to the COR for the contract to be submitted to the GEMS Manager for the facility. STATEMENT OF WORK PART C SUPPORTING INFORMATION Selection of the vendor will be based on Best Qualified. Historical review of work (past performance) and statement of capabilities (technical ability) will be considered before price. C.1 Place of Performance The Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington WV 25704. C.2 Period of Performance The Contractor shall perform all work during normal business hours, (unless other times are stipulated by the Contracting Officer s Representative (COR) with the approval of the Contracting Officer). The contractor shall perform maintenance on the generators annually every May or per manufacture specifications, whichever is more stringent. C.3 Special Considerations C.3.1 Contractor Furnished Materials All labor, materials, equipment to perform the job. When furnish , provide , install , or similar term is used it shall mean a complete installation, ready for use. The vendor shall supply all parts, equipment, material and labor to conduct work as listed in the Statement of Work above. The work will include all items as described in the Scope of Work listed above. C.3.2 Qualifications of Key Personnel Contractor s employees should be knowledgeable of standards associated with this type work. C.3.3 Supervision/Communications. At all times during the performance, the Contractor s Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the Superintendent. The Contractor s Competent Person that meets OSHA training guidelines, is capable of making decisions and acting on behalf of the Contractor shall be physically located on site at all times during performance of the contract. If the Contractor s Competent Person is absent from the job site for an extended period of time, the COR may send all Contractor/sub-contractor employees off the job. C.3.4 Security Requirements: Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees shall bring photo ID to obtain a VA Contractor identification badge that shall be worn above the belt at all times while on Medical Center property. Contractor s employees shall return all I.D. badges to designated personnel at time designated in the task order. C.3.5 The Contracting Officer s Representative (COR) is responsible for the inspection of the work called for in this job. The Contracting Officer s Representative will be identified in the task order by name, telephone number and location. Inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities. C.3.6 The Safety Manger is responsible for safety inspections of all contract operations. The Safety Manager will be identified in the task order by name, phone number and location. C.3.7 Smoking Policy. The Contractor shall not allow smoking on medical center property. C.3.8 Parking/Traffic Regulations. The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be observed by operators at all times. Seat belt use is mandatory on the VA grounds.