36C25226Q0504.docx

SUBJECT*

Generator Maintenance

GENERAL INFORMATION

SET-ASIDE

36C252 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

POINT OF CONTACT*

Derrick Paquette derrick.paquette@va.gov

PLACE OF PERFORMANCE

5000 South 5th Avenue

Hines, IL 60141-5000

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

The Department of Veterans Affairs, Great Lakes Acquisition Center (GLAC) is searching for vendors with the capabilities to provide generator maintenance and load bank testing.

Brief description:

1. Scope of Work Edward Hines Jr. VA hospital requires the services of a contractor to perform load bank testing, and maintenance for (20) generators. These generators provide backup power and have a direct impact on patient health and life safety throughout the Hines VA Campus. The Contractor shall furnish all labor, management, materials, equipment to perform preventive maintenance, inspection, calibration, testing and documentation for the generators listed on the equipment listing.

2. Place of Performance Edward Hines Jr. VA hospital 5000 S. 5th Avenue, Hines, Illinois 60141

3. Period of Performance Base Year: September 1 ,2026 through August 31,2027 Option Year 1: September 1, 2027, through August 31, 2028 Option Year 2: September 1, 2028, through August 31, 2029 Option Year 3: September 1, 2029, through August 31, 2030 Option Year 4: September 1, 2030, through August 31, 2031

4. Schedule Load Bank Testing shall be performed in September Preventive Maintenance (PM) Level 1 shall be performed in January.

Preventive Maintenance (PM) Level 2 shall be performed in July.

Any deviations from this schedule shall only be made with prior approval from the Contracting Officer Representative (COR)

5. Description of Services

5.1. Load Bank Testing Specifications:

· The generators shall be load tested using the following sequence:

· Idle / No-Load Readings.

· Baseline data recorded before applying load.

· 30% of Generator Load Rating for 30 minutes

· 50% of Generator Load Rating for next 30 minutes

· 75% of Generator Load Rating for 60 minutes (1 hour)

· 100% of Generator Load Rating for 60 minutes (1 hour)

5.2. Preventive Maintenance - Level 1

5.2.1. The Contractor shall perform:

· Fuel System

· Inspect main tank and day tank for leaks, level, condition

· Drain water traps/separators

· Inspect primary/secondary filters; clean primary filter

· Check governor, controls, linkages, and oil level

· Inspect fuel lines, brackets, and connections

· Check fuel pressure gauge for correct operation

· Cooling System

· Inspect radiator/heat exchanger (leaks, debris, louvers)

· Inspect coolant level and condition; test protection level

· Inspect hoses and connections for deterioration

· Inspect/lubricate fan pulleys, fan bearings; check clearance

· Inspect fan belts (wear, tension)

· Inspect jacket water heater and thermostat setting

· Inspect water pump for leaks/noise

· Air Induction & Exhaust

· Inspect/clean primary & secondary air filters; reset indicators

· Inspect air inlet piping, housings, gaskets

· Inspect turbocharger (leaks, noise)

· Inspect exhaust manifold (hardware, leakage, oil slobber)

· Inspect muffler/silencer and piping for damage or corrosion

· Lubrication System

· Inspect oil level and contamination; inspect for leaks

· Check oil pressure gauge for correct readings

· Inspect pre lube pump

· Inspect crankcase breather and hoses

· Perform full oil analysis (wear metals, contaminants, debris)

· Starting System

· Inspect batteries (condition, leakage, terminals)

· Check electrolyte level & specific gravity (if applicable)

· Inspect battery charger, wiring, terminals

· Inspect starting motor (connections, noise, operation)

· Inspect alternator & drive components

· Engine Monitors & Safety Controls

· Test all engine safety devices (oil pressure, coolant temp, overspeed, over crank, etc.)

· Test remote annunciators and local alarm systems

· Generator & Electrical Components

· Remove and inspect brushes, clean slip rings

· Inspect space heaters for proper operation

· Inspect control panel (manual/auto start, meters, adjustments)

· Verify voltmeter and ammeter readings

· Laboratory fuel sampling, including but not limited to:

· Accelerated Aging

· Suspended Particulates

· Association for Material Protection and Performance (AMPP) Corrosion inspection

· Organic Material

· Water (suspended content)

· Operational Test Requirements

· Cold engine start observation

· 30 minute operating run

· Monitoring for leaks, noise, vibration

· Verification of all safety shutdowns

· Recording of:

· Amps

· Volts

· Oil pressure

· Coolant temperature

· Fuel pressure

· Frequency

· Real power (kW output)

· Timing and functional verification of:

· Signal delay

· Engine start time

· Load pickup

· Automatic transfer switch (ATS) operation

· Re transfer timing

· Restoration to Service

· Day Tank and Fuel System Functional Testing

· Contractor shall conduct operational checks of the day tank, including:

· Float switch operation

· Transfer pump operation

· Solenoid valve performance (if equipped)

· Inspection of all fuel lines, hoses, connectors, and fittings for wear, corrosion, or leaks

5.3. Preventive Maintenance - Level 2

5.3.1. The Contractor shall perform:

· Fuel System

· Inspect main and day tank for leaks and fuel level

· Drain water traps/separators

· Inspect fuel lines, fittings, and brackets for leaks or looseness

· Inspect governor oil level, linkages, and controls; add oil as needed

· Inspect/clean primary and secondary fuel filters

· Inspect fuel pressure gauge for correct operation

· Inspect fuel condition for contaminants

· Cooling System

· Inspect radiator/heat exchanger for leaks, debris, damage

· Verify louver operation

· Inspect coolant level, rust, oil contamination, top off to maintain serviceable level

· Check coolant conditioner concentration and freeze/boil protection

· Inspect filler cap sealing surfaces and gasket

· Inspect hoses for deterioration; tighten connections

· Lube and inspect fan-drive bearings and pulleys

· Inspect fan belts for wear; adjust tension

· Verify jacket water heater operation and thermostat setting

· Inspect water pump for leaks, noise, or malfunction

· Air Induction & Exhaust System

· Inspect and clean primary/secondary air filters; reset indicators.

· Inspect air inlet piping, housings, seals, and gaskets

· Inspect turbocharger for oil or exhaust leakage, check for abnormal noise

· Inspect exhaust manifold for leakage, missing hardware, oil slobber

· Inspect exhaust muffler and piping for corrosion or damage

· Lube Oil System

· Provide a full oil and filter change for all 20 generators during the base year.

· Thereafter in the option years, change the oil filter every year and the oil every 250 hours or as needed based on the oil and filter inspection or the manufacturers’ requirements.

· Inspect oil level and contamination, top off to maintain serviceable level

· Inspect generator and engine for leaks

· Inspect pre‑lube pump operation

· Inspect gaskets and seals for deterioration

· Inspect crankcase breather operation and blow-by condition

· Perform full oil analysis (wear metals, contamination, debris)

· Provide oil analysis results to VA with NFPA‑acceptable thresholds

· Starting and Charging System

· Inspect batteries for damage or leakage; clean/tighten terminals

· Check battery electrolyte level and specific gravity (if applicable)

· Inspect battery charger (operation, wiring, connections)

· Inspect starting motor wiring and operation, check for abnormal noise

· Inspect alternator condition, voltage output, belts, and pulleys

· Engine Monitors & Safety Controls

· Test all engine safety shutdowns (oil pressure, coolant temp, over crank, overspeed)

· Inspect annunciators and remote alarm systems

· Check gauge accuracy (oil pressure, temperature, alternator)

· Generator & Mechanical Components

· Remove and inspect brushes; clean slip rings; make adjustments

· Lubricate generator rear bearing

· Inspect vibration isolators for wear and adjust to manufacturers specifications

· Control Panel & ATS

· Test manual/auto start controls

· Verify correct voltmeter readings (voltage level, gain, drop)

· Test ammeter with baseline load and no‑load readings

· Inspect circuit breakers for tightness and free movement

· Inspect ATS mechanical and electrical condition

· Operational Test to include at a minimum:

· Cold start observation

· 30‑minute operating run

· Monitoring for abnormal vibration, leak, noise

· Verification of safety shutdown devices

· Documenting:

· Amps & volts

· Oil pressure

· Water temperature

· Fuel pressure

· Frequency

· Kilowatt output

· Timing and verification of:

· Signal delay

· Engine start time

· Load pickup

· Automatic transfer

· Load return (re‑transfer)

5.4 General Emergency Power Supply System (EPSS) Condition Assessment

5.4.1 During all PM‑2 activities, the Contractor shall assess and document the overall condition of the EPSS including:

· Vibration issues

· Leaks (fuel, oil, coolant, exhaust)

· Excessive temperature

· Abnormal noises

· Component wear, corrosion, or deterioration

· Any condition that may indicate impending failure

· Contractor shall restore generator and EPSS to automatic mode

· Ensure all equipment is fully operational

6. Reports and Documentation

6.1. ESR (Engineering Service Report)

6.1.1. The ESR shall at a minimum include:

· Building Number

· Test Date

· Start Time / Stop Time

· Generator make, model, serial number

· kW/kVA rating

· Fuel type

· Hours of operation

· Location/Building number

· ATS identifier (if tested)

· Hour Meter Start / Hour Meter Finish

· Engine Oil Pressure

· Engine Water Temperature

· Exhaust Gas Temperature (IR, pre turbo)

· Frequency (Hz / cycles)

· Voltage readings

· Generator Loading (Amperage per phase)

· Name and Signature of Technician

· All completed inspection checklists

· All measured data and test results

· Photos or quantifiable evidence before and after repairs, when applicable

· All identified deficiencies

· List of required and recommended repairs with priority classifications

· Itemized cost estimates

· Complete PM 1 test data

· ASTM laboratory fuel test results

· Oil analysis report

6.1.2. A complete Load Bank ESR shall be submitted to the COR within 30 days of the test completion.

6.1.3. The contractor may create a customized ESR, but it must be approved by COR before implementation

6.1.4. The contractor shall document the services rendered on a legible, contractor service report and submit it to the COR for certification (signature)

6.1.5. A copy of the signed service report must be provided to the COR by the contractor at the time the service is provided.

6.1.6. If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).

7. Requirements and Qualifications

7.1. Contractor shall have knowledge of and ensure compliance with the current version of the following throughout all performance and reporting requirements.

7.1.1. Veteran Health Agency Directive 1028

7.1.2. NFPA 99 and NFPA 110

7.1.3. Joint Commission standards

7.1.4. local, state, and federal regulations

7.1.5. ASTM fuel testing standards

7.1.6. OEM guidance

7.1.7. VA Engineering policies

8. Facility Check In

8.1. Upon arrival at the Edward Hines Jr VA Hospital, the contractor shall be required to report when on-site and when services are completed with assigned shop.

9. Hours

9.1. The Contractor will coordinate and schedule all test(s) with Hines VA Engineering Department (1) week Prior to onsite visit. The Contractor is required to perform work and tests during normal work hours, Monday through Friday 7:00 am to 4:00 pm. CST.

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To be considered all interested, responsible sources must submit a capability statement to include the following:

· Company Experience in providing services as described above, to include number of years and any examples of current contracts in place with government or commercial entities;

· Customer point of contact information for contracts listed in company experience along with a description of equipment serviced under the contract;

· Verification of authorization and training related to servicing referenced equipment;

· Number of qualified maintenance personnel employed;

· UEI number, organization name, organization address, point of contact, business size under the above listed NAICS, and socioeconomic status;

This Sources Sought is issued solely for information and planning purposes to determine availability of qualified vendors and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. Please note that this is not a request for proposal and the Government is seeking information for market research purposes only. The Government may or may not issue solicitation documents. Look for any further information in Contract Opportunities. Telephone inquiries will not be returned.