36C24126Q0455.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* UPS Preventive Maintenance Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 04330

SOLICITATION NUMBER* 36C24126Q0455

RESPONSE DATE/TIME/ZONE 05-01-2026 10:00AM EASTERN TIME, NEW YORK, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J061

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

VA Boston Healthcare System Contracting Officer (90C) 940 Belmont Street Brockton MA 02301

POINT OF CONTACT*

Contract Specialist Subrena Winfield subrena.winfield@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veteran Affairs VA Boston Healthcare System Jamaica Plains VA Medical Center 150 South Huntington Avenue Jamaica Plain MA

POSTAL CODE 02130

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

If a solicitation is issued it shall be announced later, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811310, (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance). The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Uninterrupted Power Supply Preventive Maintenance Services per the Statement of Work (SOW).

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by May 1st, 2026 at 10:00 AM EST. All responses under this Sources Sought Notice must be emailed to subrena.winfield@va.gov with RFI # 36C24126Q0455 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

Attachment 1

Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________

Address: ______________________________________________________________________

Phone Number: ________________________________________________________________

Point of Contact: _______________________________________________________________

E-mail Address: ________________________________________________________________

Unique Entity Identifier (UEI) #: ___________________________________________________

CAGE Code: __________________________________________________________________

SAM Registered: (Y / N)

Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC):

SOCIO-ECONOMIC STATUS:

VIP Verified SDVOSB: (Y / N)

VIP Verified VOSB: (Y / N)

8(a): (Y / N)

HUBZone: (Y / N)

Economically Disadvantaged Women-Owned Small Business: (Y / N)

Women-Owned Small Business: (Y / N)

Small Business: (Y / N)

NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH,

THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR

PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the service as listed in Attachment 2 SOW with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company’s ability to provide the services outlined in the SOW.

Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited.

Respondents will not be notified of the results of the evaluation.

Attachment 2

STATEMENT OF WORK

UPS PM Services

1. General Description of Work:

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 in accordance with the Statement of Work, the final award and final approved quote. UPSs provide backup power and allow the transfer critical patient care systems to emergency power. The batteries and UPS’s require maintenance in accordance with the manufacturer’s specifications.

The preventative maintenance shall take place twice per year. The preventative maintenance visits shall be separated by approx. 6 months. The base year of contract includes known corrective maintenance per line item estimate.

The requirement is 2x yearly PM services with software updates. Contract includes repair and 24/7 emergency call back service that includes parts, labor and travel. Call back with 2 hour response time. All parts are included except consumable which include, batteries, capacitors, and complete fan updates. Individual fan failure is included as a repair item.

Straight software/firmware updates are covered under this contract and will be part of the PM services. However, software/firmware upgrades that require hardware upgrades in order to function are not covered under this contract and will be handled separately on a case by case basis.

Period of Performance: Bae year plus four (one) year options. The anticipated start date is June 30, 2026.

Place of Performance: The place of performance is Jamaica Plains VA Medical Center located at 150 South Huntington Avenue, Jamaica Plain, MA 02130.

2. Equipment Schedule:

Location Make Model S/N Area/Equipment Served

1 Building 1 15th Fl Penthouse

Eaton 80 System 9390-80

ED255CBB02 IT Room 13D-88

2 Building 1 2D-

Toshiba G8000 150900008 CT1

3 Building 1 2D Mechanical Rm

Mitsubishi UP9933A-

E154DU-4

19-7M86186-06 CT2

4 Building 1A Basement

Eaton 93PM-100-2 ES464UXX04 CT RB-9

5 Building 1 BD Pet/CT Scan

Emerson 12-150MR

CT

6 Building 1A Basement

Eaton 93PM-100-2 EJ534UXX04 Server Room 3B

7 Building 1A Basement

Eaton 93PM-200-4 ER523UXX02 MRI G Building

8 Radiation Therapy

Eaton 93PM-100-2 EQ382UXX06 Cyber Knife

9 Sub-Basement B Wing

Eaton 80 System 9390-80

ED272CAB06 Server Room 3B

10 MRI Basement Eaton 160 System 9390-160

EA305CBA01 MRI

3. Emergency Services and Battery Replacement

a. This contract includes the option purchase emergency repair services/parts not covered under the final contract and to purchase and install additional batteries should they need to be replaced. The pricing/quote for the emergency services and/or the battery replacement installation shall be requested at the time of need and all work shall be preapproved by the COR and CO prior to commencement of work.

b. Emergency Services

Any emergency repairs will be approved in advance and billed under Labor – Corrective Maintenance and Parts – Corrective Maintenance that will not exceed $5,000 per CLIN.

4. General Requirements:

Maintenance shall be performed by qualified personnel of applicable manufacturer’s UPS. All checks are designed to be performed during off line operation and in the bypass mode. All checks or processes may not be applicable to all equipment types or models. Checks that do not apply will be denoted as “N/A” on the technician’s field report.

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

h. Inspect battery monitoring system, if applicable

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 < 100 watts (e.g. 9E, 9x55, not 9330)

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. Inspect battery monitoring system (if applicable)

e. Review Battery Test in history (if applicable)

7. General

a. Customer Consultation

b. Verbal Recommendations

c. General Observations

Following the Preventive Maintenance inspection, a written report will be provided detailing the results of the inspection, and making specific recommendations toward future remedial action, upgrades, or sparing.

Battery Maintenance of Battery Equipment includes, and is expressly limited to, those tasks set forth below. Due to the size and type of battery, testing and work procedures vary between battery jars above and below 100 watts per battery; work procedures may vary by UPS or related device and battery type and may be limited by safety requirements. All additional work is not covered under this service contract..

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. Once Per Calendar Year:

1. Perform cleaning of all accessible surfaces.

2. Measure and record the connection resistance of 100% of the inter cell/battery connections.

3. Re-torque any connection where the resistance is above 20% of the average.

D. 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.

6. SECUIRTY REQUIREMENT

1. All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. In order to obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency.

2. The Contractor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in standard acquisition guidelines. Per the VA handbook 6500.6, no VA sensitive information will be transferred, shared, or stored with said vendor. As such, no additional mechanisms will be needed to ensure the protection of information.