36C24924Q0092.docx

SUBJECT*

LEX | Generator PM and Testing | Base plus 4

GENERAL INFORMATION

1101 Veterans Drive

Lexington KY

CONTACT INFORMATION

Network Contracting Office 9

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contract Specialist Adrian A. A. King adrian.king@va.gov

(615) 225-2290

ADDITIONAL INFORMATION

DESCRIPTION

THIS IS A PRESOLICITATION NOTICE – The Department of Veterans Affairs, Network Contracting Office 9, located at 1639 Medical Center Parkway, Suite 400, Murfreesboro, TN, 37129, anticipates issuing a solicitation “Request for Quotation (RFQ)” on or about 12/06/2023 to request quotes for a five (5) year Base plus four contract consisting of four (4) option periods beginning upon anticipated award date of 12/22/2023 through 12/21/2028 for generator preventative maintenance and load bank testing.

SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB)

NAICS Code: 221118– Other Electric Power Generation

SBA SIZE STANDARD: 650 Employees

PSC: J061 Maintenance, Repair, and Rebuilding of Equipment- Electric Wire and Power Distribution Equipment

DESCRIPTION: This requirement is for the VA Medical Center Lexington located in Lexington, KY:

VA Medical Center Lexington 1101 Veterans Drive Lexington, KY 40502-2236

Services will require generator preventative maintenance and load bank testing at the VA hospital in Lexington listed above. Locations for each generator is listed on the Statement of Work which is attached.

VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

(a) Definition. for the Department of Veterans Affairs, ‘‘Service-disabled Veteran-owned small business concern or SDVOSB’’:

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and

(v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.

(2) The term ‘‘Service-disabled Veteran’’ means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term ‘‘small business concern’’ has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term ‘‘small business concern owned and controlled by Veterans with service-connected disabilities’’ has the meaning given the term ‘‘small business concern owned and controlled by service-disabled veterans’’ under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)).

(5) The term “SDVOSB participant” or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).

(b) General. In order for a concern to submit an offer and be eligible for the award of an SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR 128.

(1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

(d) Agreement/LOS certification. When awarded a contract action, including orders under multipleaward contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13 CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or ‘‘similarly situated’’ (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219–75 or 852.219–76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/ VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not certified SDVOSBs listed in the SBA certification database.

(5) Subcontracting. An SDVOSB subcontractor must meet the NAICS size standard assigned by the prime contractor and be certified and listed in the SBA certification database to count as similarly situated. Any work that a first tier SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.

(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:

[ ] By the end of the base term of the contract or order, and then by the end of each subsequent option period; or [ ] By the end of the performance period for each order issued under the contract.

(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture complies with the requirements in 13 CFR 128.402 and the managing joint venture partner makes the representations under paragraph (c) of this clause. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Veteran Small Business Certification Program and the VA Veterans First Contracting Program.

(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406–2 Causes for Debarment).

Presolicitation Notice Presolicitation Notice

END OF PRESOLICITATION NOTICE

Presolicitation Notice

Statement of Work Preventative Maintenance of Emergency Power Generators Lexington VA Health Care System Franklin R. Sousley Campus

PART I: GENERAL

A. Introduction This requirement is to provide a base year +4 option years preventative maintenance service contract on the Emergency Power Generator Sets and Fuel tanks at the Lexington VA Healthcare System, for the Franklin R. Sousley campus, 2250 Leestown Road, Lexington, KY 40511.

B. Scope of Work The contractor is to provide manufacturer’s authorized/certified service technicians, transportation, equipment, maintenance parts, materials, tools including any specialty tools, and supervision to complete the generator’s manufacturer’s required preventative maintenance (PM) services and load bank testing of the generators to ensure proper and reliable operation of all the emergency generators at the Franklin R. Sousley campus, Lexington, KY. Annual preventive maintenance services and load banks shall meet or exceed all manufacturer’s recommendations and National Fire Protection Association (NFPA) 110 requirements. This contract will include the following items:

· Annual engine oil and oil filters, all fuel filters and coolant filter replacements.

· Annual inspection and cleaning the exterior of the radiator,

· Annual fuel oil and engine crankcase oil samples and analysis to include any recommended corrective actions.

· Engine air filter(s) replacements as recommended by the generator manufacturer or every three-year installation or replacement anniversary.

· Five-year cooling system component replacement to include flushing of the radiator interior, replacement of antifreeze, belts, hoses, radiator caps, thermostat(s), and gasket replacement at 5-year installation or replacement anniversaries.

· The contractor is to perform annual load bank testing as specified in the Part II: Requirements section A.4 Load bank testing will include at a 36-month interval, utilizing the building power as the primary load and supplementing the generator load with a load bank to exceed the NFPA 110 8.4.9 requirement of 30% data tag rating (60-80% data tag rating combined - VA requested). For the generator inventory, please see Attachment A.

C. Period of Performance The base year period of performance for this requirement is from 12/22/2023 through 12/21/2024. Load banks and preventative maintenance will be performed during the month of November for the campus. Succeeding years will be from October 1st through December 30th.

D. Scheduling The Contractor shall schedule with the campus Electrical Supervisor (COR). Unless scheduled with the COR, the generator maintenance work will be during normal working hours. Hours of work shall be from 8:00 am to 4:30 pm, Monday through Friday, excluding Federal holidays. Over time hours, post normal working hours, may be required in the performance of load bank testing to permit timeliness of completion. The COR contact information for this campus will be provided in the contract documents.

E. Delivery The Contractor shall coordinate the PM with the campus COR or his designee. The Contractor shall schedule the date and time with the appropriate COR a minimum of 14 Calendar days prior to accomplishing the work. Load banking the generators will be performed prior to the annual PM services at the campus. Upon completion of the annual PMs the contractor shall perform a functional test of the generator set, the functional test will include switching of the duplexed RACOR fuel filtration systems during operational tests to ensure all air has been removed from the fuel filtration systems.

F. Progress and Compliance The Contractor shall provide the COR professional, accurate, complete, and consistent electronic PDF/ Excel files of load bank tests, fuel analysis and of the PM reports. Reports to include any pertinent information necessary to ensure the generators are performing at manufacturer’s design specifications. Reports are due to the COR within ten working days upon completion of all load banks and PM’s. All documents provided to the VA shall meet and/or exceed the NFPA 110 section 8.5 requirements and include the date of test repair or maintenance, identification of servicing personnel, notation of unsatisfactory conditions, corrective actions taken, manufactures recommended testing and clearly identify each piece of equipment with the VA EE number first, Brand, kw size, model number and serial number etc.

The 36-month load bank testing requiring the use of the building load will clearly identify which transfer switch or transfer switch breaker initiated the test, identification of the ATS or breaker to be the EE number and circuit identifier of the switch selected, the test and the report to indicate that all associated transfer switches where activated, the duration of the test, any malfunctions determined throughout the load bank.

All load bank reports will include start time, generator phase voltage – line to line, phase amperage, power output frequency, engine water temperatures, oil pressures, exhaust temperatures, ambient air temperature and shall be recorded on 15-minute increments for the duration of the test. Any discrepancies noted in the documentation will be returned the contractor for corrective actions. The 36-month load bank test including the building load shall be performed during the campuses triennial electrical testing year – coordinate with the VA COR.

PART II: REQUIREMENTS

A. Annual inspection and service requirements in accordance with The NFPA110 requirements:

1. Fuel System

a. Change all fuel filter elements pertaining to the generators fuel delivery system including Racor fuel filters and the pre-filters on any installed day-tanks.

b. Obtain fuel samples from each generator fuel tank prior to load testing and annual PM services.

c. Fuel analysis should include all generator manufacturers recommended fuel quality tests and all test required as stated in NFPA110. All tests shall be in accordance with American Society for Testing and Materials (ASTM) diesel fuel testing and in accordance with ASTM D 975 Requirements for Diesel Fuel Oils.

2. Lubricating System

a. Perform engine oil sample and analysis – analysis report to CORs

b. Change engine oil

c. Change engine oil filter(s)

d. Change governor oil (if applicable)

e. Change governor oil filter (if applicable)

f. Inspect for restrictions and clean and tighten clamps/connectors as needed on the Racor crankcase ventilation system on all generators with the crank case ventilation systems installed.

3. Cooling System

a. Change coolant filter(s)

b. Test antifreeze (add/inhibit as required)

c. Clean radiator, exterior

· 5-year intervals described in the inventory, contractor shall change all engine driven accessory belts, flush the radiator, and replace the coolant, hoses, thermostats/gaskets, and radiator caps. For due dates please see Attachment B

4. Engine/Generator Operation

a. Provide appropriately sized resistive type load bank(s) cables, gender changers, etc. to perform NFPA 110 (8.4.2.4 - 2022) load bank tests of each generator at not less than 50% of the EPS data tag rating for 30 continuous minutes and at not less than 75% of the Emergency Power Services (EPS) data tag rating for not less than 1 continuous hour, and at 100% EPS data tag rating for not less than 30 continuous minutes for a combined total of not less than 2 hours. Upon completion of load tests ensure a manufacturer recommended cool down run time is performed.

b. Load bank testing will include at a 36-month interval, a continuous 4-hour load bank test utilizing the full connected building power and supplementing load with a resistive load bank to meet NFPA 110 (8.4.9.1- 8.4.9.5.2) at a minimum of 30% data tag rating (VA required to perform load test at a total of 60-80% of EPS data tag rating combined) as required in NFPA 110. Any generator set failing the required test shall be documented and the contractor shall inform the appropriate campus COR. The next testing date is November of 2023.

B. Personnel and other requirements

1. The contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, subcontractors, subcontractor employees, suppliers, and delivery personnel.

2. The contractor shall provide proof of manufacturer’s authorized service technicians qualifications, certifications, and years of experience (minimum of five years) working on emergency power generator sets and equipment to the CO/COR prior to award of the contract. Certifications must represent at least one of the manufacturers listed in the inventory.

3. The contractor shall be responsible to inspect and acquire all equipment model numbers, serial numbers, check filter element and battery replacement dates prior to servicing the generators to ensure proper parts replacements, fluid quantities, fluid types are performed on schedule etc.

4. The contractor is required to check in with the campus COR prior to starting any maintenance on the generator sets. The contractor shall visit the job sites prior to performing PMs to become familiar with the locations of the equipment with relationship to maintaining emergency power as necessary.

5. The contractor shall date and indicate engine run hours on each filter element replaced during the service work.

6. The contractor shall provide paper or electronic service tickets to the COR, indicating services provided to the generator set as well as any recommended repairs not covered under the service contract or warranty.

7. The contractor is to record items replaced, mechanical measurements conducted, and fluid test results required by the manufacturer and provide those records to the VA CORs by the end of each annual maintenance service period.

8. The contractor is responsible for the safe and proper handling of all associated parts, materials, and fluids, new and replaced. Waste parts, materials and fluids are the responsibility of the contractor and shall be removed from the VA and disposed of in accordance with the appropriate codes and standards.

9. Generator inventory is subject to change during the contractual period due to construction and will be dealt with on a case-by-case basis.

C. Warranty

1. All work, materials, and equipment provided with this work shall be warranted against defects in material and workmanship for a period of one year from the date of acceptance unless otherwise noted.

Attachment A

Generator Inventory

Attachment B

Generator Cooling System Services (5-year services)

Belts, hoses, clamps, antifreeze, thermostats, gaskets, and radiator caps

Location Due Date

END OF STATEMENT OF WORK