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Special Notice Special Notice Page 3 of 8 Special Notice *= Required Field Special Notice Page 1 of 8 SUBJECT* 1 Year Preventative Maintenance Contract for 8 Uninterruptible Power Systems (UPS) along ... Special Notice Special Notice Page 3 of 8 Special Notice *= Required Field Special Notice Page 1 of 8 SUBJECT* 1 Year Preventative Maintenance Contract for 8 Uninterruptible Power Systems (UPS) along with Two Battery Preventive Maintenance Checks for all systems GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE* 21902 SOLICITATION NUMBER* 36C24525Q0065 RESPONSE DATE/TIME/ZONE 10-31-2024 1500 EASTERN TIME, NEW YORK, USA ARCHIVE 30 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N PRODUCT SERVICE CODE* J061 NAICS CODE* 513210 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point MD 21902 POINT OF CONTACT* Contract Specialist Sylvia Honesty sylvia.honesty@va.gov ADDITIONAL INFORMATION AGENCY S URL https://www.va.gov/maryland-health-care URL DESCRIPTION Home Page AGENCY CONTACT S EMAIL ADDRESS EMAIL DESCRIPTION Special Notice Special Notice Page 8 of 8 Special Notice *= Required Field Special Notice Page 1 of 7 Uninterruptible Power Systems (UPS) and batteries preventative maintenance Veterans Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide license and technical support services. This requirement is defined primary by existing hardware already in use at the Hershel Woody Williams VA Medical Center located at 1540 Spring Valley Drive, Huntington WV, 25704. The government is contemplating a 1-Year Firm Fixed Price contract to satisfy this requirement and meet the needs of the Hershel Woody Williams VA Medical Center. INTERESTED & CAPABLE RESPONSES NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your: Business name Business type Socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.) Person of contact (including telephone number & email address) GSA Contract number if applicable DUNS number and SAM UEI number Capability statement Authorized Distributor Letter Responses must be submitted by 3:00 PM (EDT) Thursday, October 31, 2024. Responses to the information requested above may be submitted via email to Sylvia.Honesty@va.gov. No telephone calls will be accepted. DISCLAIMERS This Notice of Intent to Sole Source does not constitute a solicitation. All information received in response to this notice that is marked proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e). Responses to this notice 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. This Special Notice of Intent to Sole Source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice. STATEMENT OF WORK PART A - GENERAL INFORMATION 1. Introduction: The Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington WV, 25704 has a requirement to establish a 1-year Preventative Maintenance Contract for 8 Uninterruptible Power Systems (UPS) along with Two Battery Preventive Maintenance Checks for all systems. 2. Background: Uninterruptible Power Systems (UPS) and batteries require preventative maintenance. 3. Scope of Work: Vendor will provide all parts, labor, material, equipment tools, supplies and supervision to conduct Preventive Maintenance on the UPS and batteries listed below: EATON UPS MODEL Current Warranty Expiration Date 9390-160 - EH456CBC09 12.31.24 9390-160 EE423CAB13 12.31.24 93PM EN493UXx02 12.31.24 93PM EN373UXX02 12.31.24 93PM ES265UXX06 03.02.25 93PM ES262UXX03 02.17.25 93PM ET074UXX02 04.29.25 93PM ES255UXX04 04.29.25 The yearly Preventive Maintenance Service on each UPS listed in this SOW must be conducted during the months of January and July. Serial numbers ES265UXX06 ES262UXx03, ET074UXX02 and ES255UXX04 will have prorated contracts for the first year starting on the date listed above and ending on 12.31.25 each will still have the same number of PMs listed above. PART B WORK REQUIREMENTS B.1 Tasks to be accomplished: 7 x 24 Corrective Maintenance Coverage - Parts, labor and expenses included for UPS Electronics Corrective Action on Batteries Not Included Two (2) 7x 24 Preventive Maintenance Visit for UPS Electronics per year (Attachment R-2) Includes visual inspection, inspection of internal operating parameters, inspection of external operating parameters, inspection of environmental parameters, general visual inspection of batteries, inspection of monitoring system parameters, and general inspection of UPS. Two (2) 7 x 24 Preventive Maintenance Visits for UPS Batteries per year (Attachment R-5) Measure and record individual cell float potentials and battery, measurement of ambient temperature, measure and record all intercell/unit connector and battery cable contact resistances, visually inspect conditions and appearances, mechanical housekeeping and review, inspect and adjust float voltage, operation of output current and voltage meters, review of customer-maintained records and safety review and provide a written report. UPS Firmware and Software upgraded by Eaton Corporation Factory Trained Technicians every time the unit is serviced. (3rd Party vendor is not capable of providing this) Standard 8 Hour Response time (Four hour available if required) 7x 24 Customer Reliability Center Triage, Dispatch and Monitoring Service Priority PART C SUPPORTING INFORMATION C.1 Place of Performance: Hershel Woody Williams Veterans Administration Medical Center located at 1540 Spring Valley Drive, Huntington WV 25704 C.2 Period of Performance: January 1, 2025 December 31, 2025 Repairs and or Scheduled Services can be coordinated with the VAMC Maintenance & Operations General Supervisor and Contracting Officer Representative. 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 a roof repair. The work will include all items as described in the Scope of Work listed above. C.3.2 Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, at all times, take any and all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property. C.3.3 Qualifications of Key Personnel Contractor s employees should be knowledgeable of standards associated with this type of work. C.3.4 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.3.5 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.3.6 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.3.7 Verification of Dimensions The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall also verify all dimensions in the field and shall advise the Contracting Officer of any discrepancy before performing any work. The Contractor shall be specifically responsible for the coordination and proper relation of his work to the building, structure, phasing and ensure the safety of employees and workmen. C.3.8 Smoking Policy. The Contractor shall not allow smoking on VA property. C.3.9 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. C.3.10 Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington, WV 25704. Delivery vehicles shall keep traffic disruptions to a minimum. Use of any other entry points must be approved by Chief, Engineering Service prior to use. Vendor shall deliver required parts or equipment specified above during approved work times. Approved work times for this job shall be normal working hours of 8AM 430PM.