36C24220Q0028-000.docx

FedBizOpps Sources Sought Notice

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* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 J Unscheduled maint. generators (VA-20-00001135) 10468-3904 36C24220Q0028 10-17-2019 N 221118 Department of Veterans Affairs Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904 Marshand Boone Department of Veterans Affairs Northport VA Medical Center 79 Middleville Road Northport, New York 11768

USA

www.va.gov www.va.gov marshand.boone@va.gov marshand.boone@va.gov Contracting Office Information:

Department of Veterans Affairs Network Contracting Office 2 13- W. Kingsbridge Road Bronx, NY 10468

Please note that this is not a request for quotes or proposals, the Government is seeking information for market research purposes only. The Department of Veterans Affairs, Northport VA Medical Center, Northport, NY, is conducting a market research to find qualified vendors to provide the following service:

The VA requires unscheduled maintenance and repair services to be performed on the Emergency Power Supply System (EPSS) on an as needed basis The Contractor shall furnish all personnel, labor, equipment, and supplies necessary to provide service at VAMC Northport, 79 Middleville Road, Northport, NY 11768. (see draft SOW for full description).

The North American Industry Classification Systems (NAICS) is 221118; the size standard is 250 employees. The purpose of this notice is to gain knowledge of potential qualified sources for this procurement. Responses to this notice will be used by the Government to make appropriate acquisition decisions. Responses to this notice should be provided in a capabilities statement which includes: 1) Offerors name, address, point of contact, phone number, and e-mail address; 2) Offerors interest in bidding on the solicitation when it is issued; 3) Offerors capability to perform a contract of this magnitude and complexity and three examples of comparable work performed within the past five years with a brief description of the project, customer name, and dollar value of the project) ; and 4) Offerors Business Size (Large Business, HUBZone, Service Disabled Veteran Owned and/or Small Business, 8(a)) and DUNS number.

If your firm is a Service-Disabled Veteran Owned or Veteran Owned Small Business, you must be CERTIFIED in VetBiz (see internet site: http://vip.vetbiz.gov). Contractor must be registered in System for Award Management (SAM) (see internet site: http://www.sam.gov).

Responses to this notice must be submitted in writing (email) and received by October 17, 2019 at 10:00 AM EST. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business Opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Please email questions and responses to this notice to Marshand Boone at Marshand.boone@va.gov.

Statement of Work Unscheduled Maintenance - Emergency Power Supply System (EPSS)

1. General Information

1.1. Purpose: The Department of Veterans Affairs (VA) is responsible for providing uninterrupted power during outages at multiple locations as identified herein. The VA requires unscheduled maintenance and repair services to be performed on the Emergency Power Supply System (EPSS) on an as needed basis. Unscheduled maintenance and repair services described herein shall include specific response times based on how the need for the repair was discovered or when the failure occurred. The Contractor is solely responsible for on-site response and complete troubleshooting, including the generation of a repair quote detailing the nature/cause, required parts and labor associated with each repair or failure. This includes the use of specialized equipment and expertise required to complete the response, troubleshooting and repair. Response and troubleshooting shall be included as part of the built-in costs associated with this service contract. Required repairs are not included as part of the built-in costs associated with this service contract. Repairs must be approved in advance by the Contracting Officer (CO).

The Contractor shall demonstrate that it performs generator maintenance and support services including repair and testing of commercial emergency power generation equipment and systems, as it’s a primary business activity. The Contractor shall have the technology, knowledge and experience to efficiently and effectively satisfy this requirement in its entirety.

The Contractor shall demonstrate that it has been performing generator support services, which must include machines of similar manufacturers, models, types, and capacities as those currently in service at the Northport VAMC. The Contractor shall demonstrate that its on-site and technical support staff possesses the requisite education, tools, skills, and specific experience in the support of similar (e.g.: manufacturers, sizing, configuration, etc) commercial emergency power generation equipment and how it sustains operation in an industrial environment. This shall include manufacturer certifications (where applicable), factory training (where applicable), previous experience, and time in service. The Contractor’s management staff shall also be able to demonstrate that it possesses the requisite skills and experience to properly manage a commercial power generation support operation.

The Contractor shall demonstrate that it has direct access to manufacturers’ technical support for all brands of generation equipment currently in use at the Northport VAMC. This shall also include factory-authorized status for one or more brands currently in service at the facility.

All services specified under the terms of the agreement shall be performed by factory authorized contractors, using only factory certified technicians. The services provided shall meet or exceed minimum requirements set forth by Occupational Safety and Health Administration (OSHA), National Fire Protection Association (NFPA) 110 (levels 1 and 2), The Joint Commission (TJC), manufacturer recommendations, and as outlined in the SOW. As mandated by the TJC, electric power is identified as a mission-critical resource. Facilities must have fully operating and functional emergency generators in the event of a utility failure or catastrophic events.

1.2. Period and Place of Performance:

Ordering Period 1: Date of Award to September 30, 2020 Ordering Period 2: October 01, 2020 to September 30, 2021 Ordering Period 3: October 01, 2021 to September 30, 2022 Ordering Period 4: October 01, 2022 to September 30, 2023 Ordering Period 5: October 01, 2023 to September 30, 2024

1.3. Place of Performance:

· Northport VAMC, 79 Middleville Road, Northport, NY 11768

1.4. Hours of Operation: Perform services during normal duty hours from 7:00 a.m. to 4:30 p.m. (local time), Mondays through Fridays, excluding federal holidays, unless otherwise required in the contract or approved by the CO. There may be situations that require the contractor to work at times other than normal working hours. When the contractor’s work schedule conflicts with Northport VAMC’s requirement, advise the COR and reschedule the work to minimize disruption.

1.5. Recognized Holidays: The following are approved holiday periods. Under normal circumstance, the contractor is not required to perform services during Federal Holidays. Exceptions shall be made in the case of emergencies especially if patient care may be affected. The Contractor shall have an established communication system that supports 24-hour emergency services.

1.6. Special Qualifications: The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable Federal, State, and Municipal laws, codes, and regulations, in connection with the execution of the work. The Contractor shall maintain the following types of liability insurance:

Type of Insurance

Limits (Minimum)

1.7. Contractor Personnel: The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this SOW. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. Contractor personnel shall display an identification badge at all times when performing services under this contract at any Government facility. The badge shall contain a personal picture, employee’s name, and bear the Contractor's name or logo. Badges shall be worn on the outer garment or worn around the neck secured by an appropriate identification card lanyard. Personnel working on or operating power generation equipment at the Northport VAMC shall possess a factory certification.

1.7.1. Daily check-in/check-out with the COR or designee is mandatory for services performed on- site.

1.8. Unscheduled Maintenance & Repair Services: All repairs based on discrepancies noted during inspections will be submitted to the COR or designee within 24 hours of discrepancies discovery for items that are not service affecting. Service affecting items such as those that place a unit out of service will be submitted prior to the close of business for that day. All work will be conducted in a manner that will provide minimal disruption to the employees, residents and visitors of the Northport VAMC facility.

The Contractor shall submit a quote (detailing the required parts and labor hours) to perform the repair. The CO is required to determine the quoted pricing is fair and reasonable.

2.2.1. Non- emergency Repair Services: Non-emergency repair services are defined as repairs necessary to maintain the EPSS equipment in accordance with manufacturer’s standards. From the time that authorization is issued via a modification or task order, the Contractor will have up to 48 hours response time for all non-emergency repairs. Repairs may be conducted during or after normal business hours, applicable pre-negotiated labor rates shall apply (see SCHEDULE OF PRICE & SERVICES). The Contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdown(s) to perform repairs.

2.2.2. Emergency Repair Services: Emergency repair services are defined as repairs required to maintain the operational readiness (i.e. minimum ability to sustain life safety or critical loads) of the EPSS equipment. From the time that authorization is issued via a modification or task order, the Contractor will have up to 2 hours response time for all emergency repairs. Repairs may be conducted during or after normal business hours, applicable pre-negotiated labor rates shall apply (see SCHEDULE OF PRICE & SERVICES). The Contractor will be responsible for obtaining approval from the COR prior to accessing the worksite and coordinating any shutdown(s) to perform repairs.

2.2.3 Parts: The Contractor shall be responsible for purchasing all parts; however, the Contractor may be asked to provide quotes from their distributors should the CO wish to determine if the quoted pricing is fair and reasonable.

The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. All parts shall be of current manufacturer and have complete versatility with the presently installed equipment. All parts will be sold as new, be OEM, and perform identically to the original equipment specifications, unless an upgrade is required. (Rebuilt parts, used parts, or those removed from another system shall not be installed without written approval by the CO.)

It is understood that defective parts replaced during any service shall remain the property of the VA and disposal of the same will be determined by the COR.

1.9. Reports/Documentation:

2.3.1. Inspection reports shall be delivered to the COR, via email in PDF format within seven calendar days after inspection completion date. Reports shall be submitted in a format which is acceptable to the VA. Such acceptance shall not be unreasonably denied.

2.3.2. Unscheduled Maintenance and Repair services shall be documented on a formal work order provided by the VA. The Contractor shall provide the completed work order to the COR upon completion of services. Regardless of any wording to the contrary which may appear on the Contractor’s standard forms, those reports will be conditionally accepted by the Government subject to later inspection for compliance with established standards of quality.

2. Deliverables

2.1. Unscheduled Maintenance and Repair services and reporting (as required)

3. Performance Standard

3.1. The Contracting Officer’s Representative (COR) shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be documented by the Government and reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given up to 48 hours to take corrective action. If determined appropriate, the Contracting Officer, Government representative and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented and MUST be corrected within the timeframe specified by the VA. The Contractor shall notify the Contracting Officer and the Government representative when correction(s) have been made. If the appropriate correction is not made within the timeframe specified, the CO shall have the right to terminate the contract in it is entirety. Nothing in this section is intended to modify or waive the government’s rights outlined in FAR 52.212-4.

3.2. Performance Standard Requirements Summary Matrix

Factor No.

Performance Indicators

Performance Standards Acceptable Quality Level (AQL)

Method of Surveillance Incentive (Positive &/or Negative) (Impact on Contractor Payments)

Quality of Service - Repairs (reference SOW, para 1.1)

Services shall meet or exceed OSHA, NFPA, TJC, SOW requirements.

100% per occurrence

Observation performed by COR as services are provided.

Positive: Acceptable performance rating in Contractor Performance Assessment Reporting System (CPARS)

Negative: Deduct up to 100% of service not accomplished; Re-performance until performance standard is met. May result in adverse CPARS if performance standard is not met.

Timeliness of Service – Initial response times (reference SOW, para 2.2.1 & 2.2.2.)

Contractor’s response time shall meet or exceed time limits.

100% of service requests.

Observation by COR.

Positive: Acceptable rating in CPARS

Negative: May result in adverse CPARS

Timeliness of Service – Repair & replacement of failed parts (reference SOW)

Duration of repair(s) shall not interfere/disrupt patient care.

100% of service requests.

Observation by COR.

Positive: Acceptable rating in CPARS

Timeliness of Service – Invoicing Contractor shall submit a properly prepared invoice in accordance with invoicing instructions.

100% during contract duration

Certification of invoice(s) for payment by the COR Positive: Acceptable rating in CPARS

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