36C24223Q0142.docx

SUBJECT*

ALBANY AUTOMATIC TRANSFER SWITCH (ATS) MAINTENANCE

GENERAL INFORMATION

113 Holland Ave

Albany NY

CONTACT INFORMATION

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contracting Officer Natalie Acevedo Natalie.Acevedo@va.gov 718 584 9000 x4356

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

Presolicitation Notice Presolicitation Notice

DESCRIPTION

Presolicitation Notice

1. Action Code: This is a pre-solicitation notice.

2. Date: 12/2/2022

3. Contracting Office Address:

James J. Peters Bronx VA Medical Center 130 W. Kingsbridge Road Bronx, NY 10468

4. Classification Code: This procurement is classified as J- Maintenance, Repair, Rebuild Equipment

5. Important: This notice does not constitute a request for proposal, request for quote, or invitation for bid. The intent of this notice is to provide the pre-solicitation notice required by FAR 5.2- Synopsis of Proposed Contract Actions in preparation for release of the Request for Quote (RFQ) at a later date.

6. Description: The RFQ is planned to be issued in December 2022. The Proposal due date is tentatively planned for December 23, 2022. The North American Industry Code Standard (NAICS) is 238210, Electrical Contractors and Other Wiring Installation Contractors, and the annual size standard is $16.5 Million. The planned procurement method is Simplified Acquisitions competed solicitation. The solicitation utilizes source selection procedure using best value, comparative analysis may be used, which require Offerors to submit a non-price proposal that includes past performance, experience information, and a price proposal for evaluation by the Government.

The resulting contract is planned to be a firm-fixed price (FFP) contract. The contract terms will be a base period of 12 months with four 12-month options.

This procurement is to provide Stratton VAMC, a certified manufacturer’s representative to perform three (3) quarterly inspections and one (1) one annual preventative maintenance service on the Automatic Transfer Switches in the Medical Center. Switches are of various sizes for emergency power distribution as listed in Appendix A of this SOW

The procurement consists of one solicitation with the intent to award a single contract to the responsible offeror whose proposal, conforming to the RFQ, will be most advantageous to the Government resulting in the best value, price and non-price factors, comparative analysis may be used for the source selection process. Offerors are advised award may be made without discussions. Therefore, the Offerors should submit proposals which contain their best terms.

7. Set-Aside Status: The proposed solicitation strategy is Open Market Total Small Business set-aside.

8. Additional Details:

THIS SOLICITATION WILL BE OFFERED IN ELECTRONIC FORMAT ONLY. NO

HARD COPIES WILL BE PROVIDED. Offerors can view and/or download the RFQ and attachments at https://sam.gov/content/opportunities when the RFQ is posted. Interested parties can register under the Interested Vendors List at SAM.gov. This will be the only method of amendment distribution; therefore, it is the OFFERORS’ RESPONSIBILITY TO CHECK THE WEBSITE PERIODICALLY FOR ANY AMENDMENTS TO THE SOLICITATION.

9. Prospective Offerors MUST register themselves on the website. Prospective Offerors must also be registered with the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM in order to participate in this procurement

See attached document: SOW Automatic Transfer Switch Maintenance

Statement of Work Automatic Transfer Switch (ATS) Maintenance Stratton VAMC Albany

A. Introduction – Stratton VAMC’s mission is to provide world class healthcare for veterans in the capital region and upstate New York.

B. Background /Objective – The Stratton VAMC, 113 Holland Ave Albany, NY 12208 is currently seeking a certified manufacturer’s representative to perform three (3) quarterly inspections and one (1) one annual preventative maintenance service on the Automatic Transfer Switches in the Medical Center. The government is currently contemplating the establishment of a base plus four (4) option years contract. Switches are of various sizes for emergency power distribution as listed in Appendix A of this SOW

C. Place of Performance – Various locations, inside and outside of buildings 1, 2, 3, & 54 of the Stratton VAMC:

D. Period of Performance – February 1, 2023 to January 31, 2024, with 4 option years.

Annual major preventative maintenance performed March.

Three (3) quarterly inspections performed in December, June, and September.

E. Scope of Work –ATS inspections and major preventative maintenance.

Specific Tasks – Contractor will gain permission to perform these tasks since some could cause disruption of power to the load, due to the critical nature of these devices.

Contractor will perform maintenance according to manufacturer’s recommendations. In the absence of such recommendations, the list given in NFPA 8.3.5 suggests minimal procedures.

Contractor will perform annual major maintenance Contractor will perform quarterly inspections.

Contractor will include all of the following operations where applicable:

Contractor will carefully review all tasks with facility management personnel to ensure agreement and plan for contingencies.

Contractor will insure annual major maintenance includes as applicable:

A. Check connections.

A thermographic or temperature scan shall be done prior to this visit, while the ATS is under normal (peak) load. This thermographic scan shall be repeated during the EPSS load test.

Results shall be available to VA maintenance personnel so that suspect conditions can be addressed during this activity.

With power connected to the normal source, measure and record millivolt drop levels across each pole. Note: Any reading that is greater than 25 percent of the average of all poles shall be carefully inspected when the ATS is de-energized.

With power connected to the emergency source, measure and record millivolt drop levels across each pole. Note: Any reading that is greater than 25 percent of the average of all poles shall be carefully inspected when the ATS is de-energized.

If the ATS is equipped with a bypass isolation feature, operate the bypass to the connected source (emergency or normal) and repeat the steps in (A, (B, and ©. Levels shall drop to approximately 50 percent of initial levels and be uniform relative to initial readings. This step verifies that the bypass feature is properly connected and that the connected load will not be affected when the automatic portion is isolated for maintenance.

With power secured and both the emergency and normal sources properly locked out and tagged out, measure the micro-ohm resistance levels across the following connection points:

i. Emergency source cabling lug to bus

ii. Normal source cabling lug to bus

iii. Load cabling lug to bus

iv. Neutral cabling lug to bus

v. Load connected to normal across each pole

vi. Load connected to emergency across each pole Note: If the ATS is equipped with an isolation bypass and the bypass remains energized, perform these tests on the isolated transfer switch unit only. DO NOT APPLY DIGITAL LOW RESISTANCE OHMMETER (DLRO) TO ENERGIZED CIRCUITS. Any value greater than 20 percent of the average value of all similar type connections requires further investigation.

B. Inspect or test for evidence of overheating or excessive contact corrosion.

With power from both sources secured and properly locked out and tagged out, remove all protective pole covers and arc chutes. Carefully inspect main contacts and other current carrying parts for signs of corrosion or overheating.

Note: Observation shall correlate with previous results (i.e., thermographic or temperature evidence of higher than normal temperatures or heat migration, abnormal millivolt drop readings as previously noted, or abnormal micro-ohm (DLRO) readings as previously noted).

Carefully inspect insulating materials or standoff insulators for signs of contamination (dirt, grime, oil, etc.). The combination of contaminants and possible introduction of high humidity or moisture could lead to insulation breakdown and subsequent destructive faults.

Clean contaminated insulators Inspect control connection, plugs, and harnesses for signs of corrosion, heat, contamination, and so forth.

Using a vacuum, remove all dust and debris from the ATS cabinet, transfer switch mechanism, bus, and so forth.

Note: Never use compressed air to blow out dust. Doing so can blow dust and debris into controls and the transfer switch mechanism.

Inspect cabinets for proper sealing. Open conduit knockouts or other penetrations shall be properly sealed to prevent the introduction of dust, moisture, or other alien matter.

Enclosures installed outside shall be inspected for proper seal and appropriate gasketing. Ensure that enclosure door securing devices are intact and properly secured.

Replace and secure all protective pole covers and chutes.

Remove lockout devices and resupply normal power. If the ATS is of the bypass isolation type, reconnect the transfer switch mechanism.

Observe proper manufacturer’s procedures.

C. Verify control and feature set points and operation. Measure and record the following data and set points:

a. Normal source voltage phase to phase, phase to ground, and phase to neutral

b. Engine start time (from crank start to source available light or relay pickup)

c. Emergency source voltage phase to phase, phase to ground, and phase to neutral

d. Load current each phase

e. Momentary override normal deviation where provided

f. Transfer time delay where provided

g. Return to normal source time delay where provided

h. Engine cooldown where provided Contractor will insure quarterly inspections include A. Check connections A thermographic or temperature scan shall be done prior to this visit, while the ATS is under normal (peak) load. This thermographic scan shall be repeated during the EPSS load test.

Results shall be available to VA maintenance personnel so that suspect conditions can be addressed during this activity.

B. Inspect, measure and record the following data and set points:

Normal source voltage phase to phase, phase to ground, and phase to neutral Emergency source voltage phase to phase, phase to ground, and phase to neutral Inspect cabinets for proper sealing. Open conduit knockouts or other penetrations shall be properly sealed to prevent the introduction of dust, moisture, or other alien matter.

Enclosures installed outside shall be inspected for proper seal and appropriate gasketing. Ensure that enclosure door securing devices are intact and properly secured.

C. Clean.

Wipe down outside of all enclosures Ensure that enclosure glass and displays are readable Contractor will provide certified ASCO technicians in performance of all work within this SOW.

Delivery Schedule or Deliverables – Contractor will furnish a written report containing all details of inspections and maintenance performed within 2 weeks of the service.

F. Special Instructions - All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA COR, be identified by the contract and employer, and restricted from unauthorized access. Contractor vehicles shall be parked in designated areas of the campus. Request from the VA COR will be needed when picking up and dropping off materials and supplies, if necessary. Performance Monitoring: Performance monitoring shall be conducted by the designated VA COR in accordance to OEM specific guidance; and all salient characteristics as described by this statement of work. VA COR shall inform the CO of any discrepancies. No payments shall be made before acceptance by designated VA COR representative occurs.

G. Noncompliance - The Contracting Officer or his/her designee will notify the contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his/her representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all and any part of the work, and hold the Contractor in default.

H. Inspection

Upon completion of the inspection/maintenance service, the COR/POC will perform the inspection in the presence of the contractor personnel, prior to the contractor personnel leaving the facility. This inspection will ensure that all equipment is returned to full functioning condition No invoices will be processed for payment prior to the completion of POC inspection.

I. Other Related Services (Not Included in the Scope of Work) Any services not expressly stated in this statement of work are not authorized. Services such as inspection, Original Equipment Manufacturer (OEM) required maintenance, or other maintenance and repair vital to the continued functioning of the systems may be added only after written modification from the contracting officer, unless they are inclusive to the requested services. No other person, including the COR or any other VA personnel are authorized to request additional work be performed by the contractor. Any additional services performed that are not authorized by the contracting officer will be considered inclusive.

APPENDIX A

INVENTORY

APPENDIX A

INVENTORY (Cont.)