Uninterrupted Battery Supply Preventative Maintenance
Added: Jul 05, 2016 10:12 am Department of Veterans Affairs Veterans Health Administration Sources Sought Notice - Uninterrupted Power Supply Preventative Maintenance 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 the market's offered products, services and capabilities. The Government will not pay any costs for responses submitted in response to this Sources Sought. This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available products and services in response to the requirement described below. Vendors are being invited to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. The Veterans Health Administration (VHA) is seeking a vendor to provide the following products and services below, brand name or equal in specifications. Please see the General Requirements section below for the requested products/services and descriptions. 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 The Department of Veterans Affairs is seeking vendors who can provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing preventive maintenance and emergency repair services on all of the Uninterrupted Power Supply (UPS) systems at the Boston VA Healthcare System (West Roxbury VAMC, Brockton VAMC, and Jamaica Plain VAMC). The contractor must be authorized and able to provide PM services on all equipment listed below as the order will not be split. Equipment Schedule: a. WR-Eaton Model 9315 (BLDG 2, BASEMENT), 80kVA, sn EW113ZBA03 w 40 batteries; b. WR-Toshiba Model 4200F(BLDG1, PH), sn 110303889 w 24 batteries; c. WR-Toshiba Model 4200F (BLDG1, PH), sn 090201648 w 24 batteries; d. WR-Toshiba Model 4200F(BLDG 1, PH), sn 121100140 w 24 batteries; e. WR-GE 100kVA (MRI BLDG), sn PO10022030842G w 40 batteries; f. WR-Liebert 30kVa, SN# 47J3B00002, 24 batteries; g. WR-GEC SG-150, SN# P01504512B892Q, 40 batteries; h. WR-Toshiba 4400S3K250XA0, SN# 151100173, 24 batteries; i. JP-Eaton Model 9390 (15th floor-Bldg 1), 80kVA, sn ED255CBB02, 40 batteries; j. JP- Eaton Model 9390 (Bldg 1, RM SBB2A), 80kVA, sn ED272CAB06, 40 batteries; k. JP- Eaton Model 9390 (MRI Bldg), 160kVA, sn EA305CBA01, 40 batteries; AND l. BR-MGI (Bldg 2, Rm B001B), 80kva, 40 batteries. At a minimum, the preventative maintenance services shall include the following services: 1. Visual Inspection a. Inspect all printed circuit board connections for cleanliness, swab contacts if necessary. b. Inspect all power connections for signs of overheating c. Inspect all subassemblies, bridges and legs for signs of component defects or stress d. Inspect all DC capacitors for signs of leakage e. Inspect all AC capacitors for signs of leakage f. Inspect and inventory all customer-owned spare parts g. Inspect for, and perform as required, any open engineering changes 2. Internal Operating Parameters a. DC Ground Detection Offset (if applicable) b. Inverter leg current average balance (if applicable) c. Output filter current average phase balance d. Rectifier bridge current average leg balance e. AC Protection settings are checked f. DC Protection settings are checked g. Input and Output Frequency and Voltage Bandwidth settings are checked h. Verify DC filter capacitance i. Verify AC tank and trap filter capacitance j. Power Supply voltages and waveforms 3. External Operating Parameters a. System Input Voltages (all phases) b. System Input Currents (all phases) c. DC Charging Voltages (float and equalize), record settings, adjust to nominal d. Rectifier phase on and walk up e. Inverter phase on and walk up f. Adjust all panel meters to measured values g. System Bypass Voltages (all phases) h. Manual and UV Transfer Testing, verify uninterrupted transfer waveform (if applicable) i. Outage simulation, and battery capability testing, and verify charger current limit j. Generator operation and interface verification (if applicable) 4. Environmental Parameters a. UPS area ambient temperature and condition of ventilating equipment b. General Cleanliness of UPS Power Module c. General Cleanliness of UPS area d. Replace all air filters e. Clean control panel/CRT screen 5. Battery Cabinet Checks a. General appearance of Battery System (all types) b. General cleanliness of Battery System area (all types) c. Inspect cells for physical abnormalities d. Inspect all DC connections for abnormalities e. Battery System area ambient temperature and condition of ventilating equipment f. For internal batteries only measure and record: i. Overall battery float voltage ii. Charger output current and voltage iii. Negative terminal temperature of one cell/battery per battery cabinet shelf or rack tier iv. Momentary load testing of cells 6. Monitoring System Parameters a. Alarm archive review and printing b. Alarm lamp test-local and remote (if applicable) c. Replace all open monitor bulbs d. Review Battery Test in history (if applicable) 7. General a. Customer Consultation b. Verbal Recommendations c. General Observations Performed During Each Preventive Maintenance Visit: Below 100W/Jar 100W+/Jar A. Measure and Record the following: 1. Individual cell/battery float voltages and overall float voltage 2. Charger output current and voltage 3. AC ripple current and voltage imposed on the battery. 4. Internal ohmic values of each cell/battery or perform continuity test of each cell/battery 5. Connection Resistance of 10% of the inter cell/battery connection 6. Ambient temperature 7. Negative terminal temperature of one cell/battery per battery cabinet shelf or rack tier B. Visually inspect conditions and appearance of the following: 1. Connection terminals inter cell/battery connectors, cables and associated hardware 2. Cell/battery covers, containers, and post 3. Battery racks or cabinets and associated components and hardware 4. Cell/battery jar or cover, noting any excessive distortion C. Perform cleaning of all accessible surfaces as required Performed Once Per Calendar Year: The yearly maintenance procedure should include all of the above with the addition of the following: 1. Measure and record the connection resistance of 100% of the inter cell/battery connections. 2. Re-torque any connection where the resistance is above 20% of the average. E. Reporting Each Preventive Maintenance Visit: 1. The technician(s) will issue the customer a verbal report summarizing the condition of the battery and identifying any critical issues before leaving the customer's site. 2. A detailed report containing all readings and observations will be sent to the customer within five business days. RESPONSE COMMITMENT I. Response: A. All responses should be directed to Cistopher.Humpey@va.gov B. Submittals furnished will not be returned to the sender. No debriefs will be conducted. Eligibility in participating in a future acquisition does not depend upon a response to this notice. C. Proprietary information is neither requested nor desired. If such information is submitted, it must clearly be marked "proprietary" on every sheet containing such information, and the proprietary information must be segregated to the maximum extent practicable from other portions of the response (e.g., use an attachment or exhibit). II. Timeline : A. This request will close on stated date within the Government Point of Entry (GPE). III. Requested information: Interested parties shall provide the following information in addition to your capability response: A. Format: 1. MS Word or pdf format (please ensure email is under 5 mb) 2. Page limit - 5-8 pages (please make the response as brief and concise as possible) 3. Company name and Sources Sought number listed on each page 4. Proprietary information MUST be marked as such, on a page-by-page basis. B. Submittal: 1. In your response, please provide the following information based on the requirement. a. Your company's capability of fulfilling or exceeding this requirement as it is described. b. If you provide these services on your FSS Schedule contract, please provide your FSS Schedule contract information. 2. Please also provide name of company, company address, a contact person's name, telephone number, fax number and email address. 3. DUNS number, and indicate if actively registered on System for award management (SAM) 4. Socio-economic Status & NAICS Code: State the size of your company [e.g., 8(a) (including graduation date), HUBZone-certified small business, Service-Disabled Veteran-Owned small business, small business, large business, etc.]. Notes: 1. This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The Department of Veterans Affairs will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, The Department of Veterans Affairs reserves the right to contact any respondent to this notice for the sole purpose of enhancing The Department of Veteran Affairs understanding of the notice submission. 2. The content of any responses to this notice may be reflected in any subsequent solicitation, except for content marked or designated as business confidential or proprietary which will be fully protected from release outside the government. The Department of Veteran Affairs Contracting Office POC: Cistopher Humpey Contracting Officer Email: Cistopher.Humpey@va.gov
VA24116Q0570 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 1
7/5/16, 10:12 AM 523 - UPS PM - B+4 Q&A Amendment
Added: Aug 11, 2016 8:59 am (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is VA241-16-Q-0570 and the solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect tough Federal Acquisition Circular 2005-89. (iv) This requirement is being issued as a total small business set-aside. The associated NAICS code is 811219 - Other Electronic and Precision Equipment Repair and Maintenance and small business size standard is $20.5 million. (v) The Government intends to award a firm-fixed priced, base year + four option years (with an additional 6 month option) award. The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing preventive maintenance and emergency repair services on the Uninterrupted Power Supply systems. Please see the attached Statement of Work (attached), Price Schedule and Evaluation below for full requirement details and pricing submission. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing preventive maintenance twice per year and emergency repair services on the Uninterrupted Power Supply systems IAW the Statement of Work and final approved quote. Contract Period: Base POP Begin: 09-01-2016 POP End: 08-31-2017 2.00 JB __________________ __________________ 1001 The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing preventive maintenance twice per year and emergency repair services on the Uninterrupted Power Supply systems IAW the Statement of Work and final approved quote. Contract Period: Option 1 POP Begin: 09-01-2017 POP End: 08-31-2018 2.00 JB __________________ __________________ 2001 The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing preventive maintenance twice per year and emergency repair services on the Uninterrupted Power Supply systems IAW the Statement of Work and final approved quote. Contract Period: Option 2 POP Begin: 09-01-2018 POP End: 08-31-2019 2.00 JB __________________ __________________ 3001 The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing preventive maintenance twice per year and emergency repair services on the Uninterrupted Power Supply systems IAW the Statement of Work and final approved quote. Contract Period: Option 3 POP Begin: 09-01-2019 POP End: 08-31-2020 2.00 JB __________________ __________________ 4001 The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing preventive maintenance twice per year and emergency repair services on the Uninterrupted Power Supply systems IAW the Statement of Work and final approved quote. POP Begin: 09-01-2020 POP End: 08-31-2021 2.00 JB __________________ __________________ 5001 The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing preventive maintenance twice per year and emergency repair services on the Uninterrupted Power Supply systems IAW the Statement of Work and final approved quote. Contract Period: Option 5 POP Begin: 09-01-2021 POP End: 02-28-2022 1.00 JB __________________ __________________ GRAND TOTAL __________________ (vi) The Contractor shall provide all supervision, personnel, material, parts, equipment, supplies, labor and transportation in performing preventive maintenance twice per year and emergency repair services on the Uninterrupted Power Supply systems IAW the Statement of Work and final approved quote. (vii) The Places of Performance are noted in Section 2 of the Statement of Work. (viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda's to the provision: 52.252-1, 52.203-98, 52.204-16, 52.204-17, 52.204-20, 52.209-5, 52.216-1, 52.233-2, 852.215-70, 852.233-70, 852.233-71, and 852.252-70. (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors may submit their quotes electronically via email to Cistopher.Humpey@va.gov. (3) Questions: Questions shall be submitted to the Contracting Officer in writing via e-mail. Oral questions are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 08/17/2016 at 5:00 PM EST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation so all interested parties can see the answers. (4) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Evaluation Process: Award will be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The contracting techniques associated with FAR Part 15 are not mandatory. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1. Price (Follow these instructions): a. Offeror will complete the Price Schedule in Section (v), with offerors proposed contract line item prices inserted in appropriate spaces. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Act (SCA). b. Please provide emergency repair services rates and parts discounts (if applicable) in accordance with Section 4 of the Statement of Work. c. Ensure your representations and certifications are complete in the System for Award Management (SAM)( https://www.sam.gov). Otherwise, you will need to fill out solicitation Clause 52.212-3 "Offeror Representation and Certifications -Commercial Items", and submit with the quote. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation. 2. Past Performance: a. Provide (3) references of work, similar in scope and size with the requirement detailed in the Performance Work Statement. References must include contact information, brief description of the work completed, and contract # (if relevant). Please utilize Attachment 2 - Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. 3. Technical: The offeror's quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Statement of Work in a timely efficient manner. a. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the Statement of Work. b. Contractor shall provide a list of all services and all parts/materials that are included in the price of each preventative maintenance service. c. Contractor shall provide emergency repair services rates and parts discounts (if applicable) in accordance with Section 4 of the Statement of Work. d. Contractor shall provide all current and relevant licenses and/or certifications for the State of Massachusetts. e. Contractor shall provide any current and relevant licenses, authorizations and/or certifications for the particular UPS equipment brands. f. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort. 4. Veterans Preference Factor (per 852.215-70): The Government will assign evaluation credit for an Offeror (prime contractor) which is a Service-Disabled Veteran-Owned (SDVOSB) or a Veteran-Owned Small Business (VOSB). Non-SDVOSB/VOSB Offerors proposing to use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation Factor. a. For SDVOSBS/VOSBs: In order to receive credit under this Factor, an Offeror shall submit a statement of compliance that it qualifies as a SDVOSB or VOSB in accordance with VAAR 852.215-70, "Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors". Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov). i. Verified SDVOSBs will receive a 10% price credit (e.g. if a SDVOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $90.00). ii. Verified VOSBs will received a 5% price credit (e.g. if a VOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $95.00). b. For Non-SDVOSBs/VOSBs: To receive some consideration under this Factor, an Offeror must state in its proposal the names of SDVOSB(s) and/or VOSB(s) with whom it intends to subcontract, and provide a brief description and the approximate dollar values of the proposed subcontracts. Additionally, proposed SDVOSB/VOSB Subcontractors must be registered and verified in VIP database (http://www.VetBiz.gov) in order to receive some consideration under the Veteran's Involvement Factor. i. If a vendor submits a subcontracting plan where it will be using a SDVOSB, it will receive a 3.5% price credit (e.g. if this vendor submits an offer of $100.00, it will be evaluated as if it submitted an offer of $95.00). ii. If a vendor submits a subcontracting plan where it will be using a VOSB, it will receive a 2.5% price credit (e.g. if this vendor submits an offer of $100.00, it will be evaluated as if it submitted an offer of $97.50). (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy. (xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda's to the clause: 52.209-17, 52.203-99, 52.204-4, 52.204-18, 52.217-8, 52.217-9, 52.228-5, 52.232-40, 852.203-70, 852.215-71, 852.232-72, 852.237-70. Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an "Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement" to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.203-6, 52.204-10, 52.209-6, 52.219-6, 52.219-8, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-40, 52.222-50, 52.223-18, 52.225-13, 52.232-34, 52.222-41, 52.222-42 (Wage Determination Applicable (BR - PLYMOUTH COUNTY - WD 05-2259 REV-18 & WX & JP - SUFFOLK COUNTY - WD 05-2255 REV-19 are attached)), 52.222-43, 52.222-55 (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due 08/25/2016 at 10:00 AM EST. RFQ responses must be submitted via email to: Cistopher.Humpey@va.gov. Hand deliveries will not be accepted. Submissions after the deadline may not be considered. (xvi) The POC of this solicitation is Cistopher Humpey (Cistopher.Humpey@va.gov).
VA24116Q0570 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 1
8/11/16, 8:59 AM