Vendor_Questions - 36C24226Q0459.pdf

AVendor Questions ‒ Numbered Interactive Form

1. The SOW states that a 2,000-hour service is required for two CAT units located at the

Lyons Campus during the base year only. Could you please clarify what specific tasks and services are included as part of the 2,000-hour service requirement, and whether this service may be performed in conjunction with the annual service?

Response: Top-end Overhaul, Yes, Can be done in conjunction with the annual service

2. The SOW states that the oil, oil filters, and fuel filters are to be changed during both the semi-annual and annual PM services. Could you please confirm if this requirement is correct?

Response: Annually

3. What are the required working hours for performing all generator and ATS maintenance services, including load bank testing?

Response: Generator maintenance is done 7am-3:30pm M-F, excluding holidays, ATS maintenance same time as generator maintenance for all ATS’s except for Bldg.’s 1,3,4,10, 135,143 must be completed over the course of 2 Saturdays and 2 Sundays. Load bank testing is completed during normal business hours 7am-3:30pm M-F.

4. In the SOW, on page 2, Section G, Table 2 (Lyons Campus Generator Equipment List), what are the kW ratings for the CAT PortableG generator and the CAT generator that is currently in procurement for replacement?

Response: Bldg. 14 Generator for replacement is 365 KW, Temporary portable generator is

340KW.

5. In the SOW for the annual generator maintenance, we noticed that oil samples must be drawn for analysis. Would you also like us to draw coolant and fuel samples?

Response: No, not needed as we have a separate contract for fuel samples.

6. In the past contracts that were awarded, the following were included in the SOW at both campuses, will this be performed by others?

7. Semi-Annual Fuel Testing (Lyons)

Response: Yes, under a separate contract

8. Monthly Preventative Maintenance (Both)

Response: Monthly Emergency

Generator Testing will be done by VA

Staff.

9. Quarterly Switchgear Battery Testing (East Orange)

Response:

10. ATG Functionality Testing

Response: Done under separate contract

11. With regard to “PortableG” that is currently in use due to “Gen 13/14G” being in the procurement process for replacement; once the replacement generator is installed for

“Gen 13/14G”, only one of these generators will be in use at a single point of time correct? (Meaning that the contractor will only be maintaining one or the other depending on when the new generator is installed). Also, will the replacement generator for “Gen 13/14G” be equivalent to the existing, non-working generator currently in place? It is currently listed as “TBD” within the scope of work provided.

Response: Incorrect, both Portable G and the new permanent generator are required to be maintained.

12. Who is the incumbent contractor?

13. Are previous maintenance records available to review?

14. Where weekend work is required, can you provide the expected weekend schedule?

Response: Yes it would be 4 days between 8-12 hours per day for the Lyons

Campus.

15. Are all generators currently capable of meeting the required building load during testing?

Response: They are capable, but not all do meet the 30% requirement on a monthly basis. All generators are required to be load bank tested for 4 hours each on an annual basis, regardless of meeting the 30% requirement.

16. Do you plan on installing tap boxes for the generators that back up buildings 3/4 and

2/9 at the Lyons site?

Response: No.

17. Are generators expected to be load bank tested individually or can they be done simultaneously?

Response: If vendor is able to perform this service simultaneously, we are not opposed to this.

Keep in mind, as long as the vendor has enough staff to ensure in the event of a power outage during testing, generators will be needed to be returned to service in a quick fashion.

18. Will facility staff be onsite during all testing and maintenance activities?

Response: Yes VA Staff will always be onsite during testing and maintenance activities.

19. Is temporary generation required during ATS maintenance?

Response: No

20. Are there any generators or ATS units currently experiencing issues, alarms, or recurring failures you can identify specifically for us?

Response: Yes, list can be provided.

21. Are maintenance records and previous service reports available for review?

22. Which generators historically fail to achieve 30% building load?

Response: Historically all generators have had times where they have not met the 30% .

23. Can you confirm the only buildings that do not have a tap box are Buildings 3 & 4 and

2 & 9?

Response: Tap boxes are only located at Bldgs. 7, 10, 14, 53, 57, 135, 141, 143

24. Are generators expected to be load bank tested individually or simultaneously?

If vendor is able to perform this service simultaneously, we are not opposed to this.

Keep in mind, as long as the vendor has enough staff to ensure in the event of a power outage during testing, generators will be needed to be returned to service in a quick fashion.

25. Are facility shutdown notifications required prior to load bank testing?

Response: Load bank testing does not require facility shutdown, notification will be relayed to all VA staff informing that load bank testing is being conducted.

26. Will facility staff be onsite during all testing activities?

Response: Yes.

27. Is infrared scanning required as part of ATS maintenance?

Response: Yes, as per NFPA 70B.

28. Are arc flash studies and coordination studies available onsite?

29. Is all ATS work required strictly on weekends?

No.

30. Since weekend work is required, what is the typical weekend schedule and access window for the sites?

1. Response: Yes it would be 4 days between 8-12 hours per day for the Lyons Campus.

2. Can ATS work be split across multiple weekends?

Response: 2 Saturdays & 2 Sundays.

3. What are the acceptable outage windows for ATS maintenance?

Response: M-F 7am-3:30pm with VA staff onsite

4. Are there any buildings considered critical occupancy that cannot tolerate interruptions?

Response: Yes, Bldg. 135

5. For the 2,000 hour maintenance on Gen 53G and 57G:

Response: M-F 7am-3:30pm with VA staff onsite

6. Have any portions of the service already been completed?

Response: No

7. Are OEM parts kits required?

Response: Yes, in the event kits are unavailable and aftermarket is needed, the

COR needs to be consulted for approval.

Is coolant disposal included by owner or contractor?

Response: Contractor

8. Are valve adjustments included in the expected 2,000-hour service scope?

Response:Yes

9. Is emergency response labor billed separately from PM pricing?

Response: Yes

10. What specifically defines the required 4-hour onsite emergency response?

Response: Contractor is required to arrive onsite within 4 hours after contact.

11. Are there penalties or liquidated damages tied to response times?

12. Is travel time billable for emergency service calls?

Response: No, Emergency after hour rates are billable from when the contractor arrives on site.

13. Is there an estimated annual repair labor budget?

14. What has been the biggest challenge with the current or previous vendor?

Response: No comment

15. Are there recurring reliability concerns the facility specifically wants addressed?

16. Is the facility prioritizing lowest cost or long-term service reliability?

17. Are there any planned generator or ATS replacement projects in the near future?

Response: Yes

18. Is remote monitoring currently installed on any of the generators?

Response: Not at the moment

19. 1. Are there any generators or ATS units currently experiencing issues, alarms, or recurring failures you can identify specifically?

Response: Yes, list can be provided.

20. Weekend work being required ̶ what is the typical weekend schedule and window of time available to access the sites?

Response: Yes it would be 4 days between 8-12 hours per day for the Lyons Campus.

21. Regarding the 2,000-hour maintenance on Gen 53G and 57G ̶ have any portions of the service already been completed, and are OEM parts kits required?

Response: No, this has not been completed. Yes, OEM parts are required.

22. Is coolant disposal included by the owner or the contractor for the 2,000-hour maintenance?

Response: Contractor

23. What specifically defines the required 4-hour onsite emergency response ̶does the clock start from initial notification or from when the phone call cannot resolve the issue?

Response: Clock starts from when the phone call cannot resolve the issue.

24. Can the Government provide the approximate annual utilization of the 500-hour unscheduled repair labor CLIN under the incumbent or previous contract, including any historical trends in emergency or corrective maintenance labor usage?

Response: Not at this time.

25. Can the Government provide the approximate annual expenditures associated with the unscheduled repair parts allowance under the incumbent or previous contract?

Additionally, were there any recurring major repair categories or commonly replaced components experienced during the previous performance period?

26. Can the Government provide the incumbent contractor name and previous contract award value for this requirement or substantially similar predecessor requirement?

27. Can the Government provide the approximate annual frequency of emergency service calls, generator failures, transfer switch failures, or after-hours corrective maintenance events experienced during prior contract performance periods?

28. Can the Government clarify whether load bank testing and transfer switch testing activities historically required after-hours or weekend scheduling, and whether

Government escorts or shutdown coordination personnel are typically required during these activities?

Response: Weekend scheduling is required for certain buildings as most of the campus is closed on the weekends. VA maintenance staff will be onsite for these activities.

29. How many oil changes are needed per year: 1 or 2?

Response: 1 per year.