36C25524Q0004.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist Jon Lutmer Jonathan.lutmer@va.gov 913-946-1144

PLACE OF PERFORMANCE

4801 E. Linwood Blvd

Kansas City, MO 64128

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a RFI/sources sought only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 511210. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.

The information identified below is intended to be descriptive, not restrictive, and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications, or brand name equal.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?

Is your company considered small under the NAICS code identified under this RFI?

Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can meet the requirement described in the attached SOW.

Please provide your DUNS number.

Responses to this notice shall be submitted via email to Jon Lutmer at Jonathan.lutmer@va.gov. Telephone responses shall not be accepted. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following, Statement Of Work Semi-Annual Preventive Maintenance Uninterruptible and DC Power Supplies Kansas City, VA Medical Center

The Kansas City, VA Medical Center requires Preventive Maintenance and Repairs for the Uninterruptible Power Supplies (UPS) at the Main Campus, located at 4801 East Linwood Blvd. Kansas City, MO 64128, and the Honor Annex Outpatient Clinic, located at 4256 Northern Ave, Kansas City MO, 64133. Included in the requirement is the DC Power Supplies for the Main-Tie-Main Electrical Gear and the Telephone PBX.

Statement of Work (SOW) The contractor shall furnish all labor, supervision, materials, tools, OEM parts and any specialized equipment needed, to perform the tasks listed further in this SOW. The maintenance of the equipment will be per OEM standards and in accordance with all applicable Codes, Standards and Performance Requirements.

Contractor Qualifications:

Contractor shall be an authorized service representative, for each type of equipment listed on the Equipment Inventory List, which is included below. Contractor will have permanently employed maintenance staff, properly trained and certified for the equipment listed. The staff will have extensive experience and a thorough knowledge of diagnostics and troubleshooting of the electrical problems associated with these pieces of equipment. A primary interest/specialty of the Contractor’s business will be installation, service, maintenance, and repair of similar equipment that is listed in this SOW. All Service Technicians shall be factory trained and/or factory qualified. Copies of the Technicians certifications may be requested by the VA.

Contractor will have a minimum of 5-years of recent experience, performing similar tasks as listed in this SOW. This experience will include facilities of similar size and magnitude, as the Kansas City VAMC. Contractor will include this documented experience with their submitted proposal.

The contractor shall:

· Use genuine OEM parts.

· Produce a computer-generated report within 7 calendar days of the completion of all scheduled, and unscheduled maintenance. See section titled “Reports”.

This contract includes:

· Semi-Annual maintenance, at 6-month intervals.

· Emergent Service Calls.

· Unscheduled repairs.

· Total equipment replacement if equipment is determined to be beyond economical repair. In this instance, the contractor will provide a cost proposal and a SOW to the COR. The COR will communicate this need with the Contracting Officer.

Maintenance Requirements:

The contractor shall furnish all labor, supervision, materials, tools, OEM parts and any specialized test equipment needed, to perform Semi-Annual Maintenance on the equipment listed in this SOW This will include 24/7 emergency service and repairs. Services will be performed at 6-month intervals. Each sequential service will be completed within a 14-day window (before or after) of the anniversary date of the previous 6-month service.

The equipment inventory list and their locations are included further in this SOW.

The contractor will remove all debris and used components daily. No debris or recyclable materials will be left overnight.

Response time for Emergency Service:

Contractor will provide contact numbers for emergency and non-emergency contact. Contractor will respond to the emergency call within 15 minutes of initial telephone contact by the VA. The contractor will be on-site within 4 hours of the initial telephone contact by the VA.

Response time for Non-Emergency Service:

Contractor will respond to calls for non-emergency service, during regular business hours, within 1 hour of initial contact by the VA. If the initial telephone contact is made during non-business hours, the contractor will return the call within 1 hour of the start of the next business day.

Preventive Maintenance Conditions Work on the UPS’s will not start until at least 5:00 PM and must be completed by 7:00 AM the following morning. Tasks that require a UPS being put into bypass will be done only when there are no storms in the area. Any work on the Redundant 125 VDC Battery System can be done during normal business hours.

Contractor will include, in their Cost Proposal, a copy of their recommended Preventive Maintenance (PM) procedures, along with their Preventive Maintenance Report format.

Contractor will affix a plastic laminated copy of the approved PM procedure, to each piece of equipment included in this contract. The location for the placement of the PM procedure copies will be coordinated with the COR.

Contractor will also provide a maintenance service sheet at each piece of equipment that is included in this contract. This sheet will be kept inside a durable transparent sleeve, or other protective means, and it will be affixed to the equipment. This sheet will be used as a “quick-look” of the service history for the equipment. The technician will fill in the information on the sheet, at the time each service is performed.

In instances where multiple pieces of equipment are in the same room, The contractor may use a 3-ring binder that has each piece of equipment within its’ own section.

The maintenance sheet will have provisions for:

Codes and Standards:

All preventive maintenance performed, will be done in accordance with the most recent edition of all applicable codes and Standards and manufacturers recommendations.

IEEE 450

Recommended Practice for Maintenance, Testing, and Replacement of Vented Lead-Acid Batteries for Stationary Applications

IEEE 1106

Recommended Practice for Installation, Maintenance, Testing, and Replacement of Vented Nickel-Cadmium Batteries for Stationary Applications

NECA NEIS 411

Uninterruptible Power Supplies (UPS)

ANSI / NETA MTS-2019

Standard for Maintenance Testing Specifications for Electrical Power Equipment and Systems

NFPA 70

National Electrical Code

NFPA 70B

Standard for Electrical Equipment Maintenance

Capacitor Replacement:

The contractor will replace capacitors at intervals recommended by the manufacturer, or at intervals required by the Codes and Standards indicated previously. In instances where maintenance recommendations differ between applicable standards and manufacturers recommendations, the most stringent requirement will be followed. The contractor will notify the COR when Capacitors are due to be replaced, and the notification shall include a cost proposal for the task.

Battery Replacement:

The contractor will replace batteries at intervals recommended by the manufacturer, or at intervals required by the Codes and Standards indicated previously. In instances where maintenance recommendations differ between applicable standards and manufacturers recommendations, the most stringent requirement will be followed. The contractor will notify the COR when Batteries are due to be replaced, and the notification shall include a cost proposal for the task.

Cooling Fan Replacement:

The contractor will replace cooling fans at intervals recommended by the manufacturer, or at intervals required by the Codes and Standards indicated previously. In instances where maintenance recommendations differ between applicable standards and manufacturers recommendations, the most stringent requirement will be followed. The contractor will notify the COR when Cooling Fans are due to be replaced, and the notification shall include a cost proposal for the task.

Firmware Upgrade:

This contract requires all UPS’s to have their firmware upgraded to the latest version. The contractor will verify the existing firmware version and compare it to the latest version available from the manufacturer. They will then each contact manufacturer for information on equipment upgrades and recommended revisions. If revision updates are needed, the contractor will notify the COR, and the notification will include a synopsis of the upgrade need, as well as a quote for the task.

Reports:

Contractor shall furnish a service report, in electronic format, for each scheduled and unscheduled service. All reports will be submitted to the COR, in an electronic format, within 7 calendar days of completion of maintenance and/or repairs. Scanned copies of hand-written field service work orders will not be acceptable. The service report shall be sent via email to robin.elliott2@va.gov. The service reports from the contractor must contain, at a minimum, the following information:

· Date and time of completed equipment repair

· Type, model, and serial number of the equipment on which maintenance was performed

· Name of servicing Technician

· Total time spent performing maintenance

· Description of the maintenance action performed.

· List of parts replaced

· Comments, as to the probable cause of the malfunction.

General:

Indicate all deficiencies on the Semi-Annual Preventive Maintenance Report. Notify the COR for any issues that require immediate attention.

Due to the critical nature of the equipment listed, this contract will have a Contract Line-Item Number (CLIN) designated for Urgent Repairs/Service Calls. The purpose of this CLIN, is for emergency service and for deficiencies found during regular maintenance service, which are urgent/emergency in nature, can quickly be corrected. This CLIN will be used, when invoicing, for emergency service and the urgent repairs to any component of this equipment. The initial funding amount for this CLIN shall be $30,000. This value shall not be exceeded until the COR contacts the Contracting Officer for approval. The contractor, and the COR, shall closely keep record of the charges applied to this CLIN. The contractor shall only invoice against this CLIN for completed repairs that were brought to the attention of and approved by the COR, before the work was done. Any remaining funds for this CLIN, during the contract period of performance, will be de-obligated and not invoiced.

Invoices All invoices will be sent to the COR, for review and concurrence, before they are submitted to Tungsten for payment.

All Invoices will include the Contract Line-Item Number (CLIN) for each invoiced item. The CLIN invoiced values will correspond with the CLIN contract values.

UPS Semi-Annual Maintenance Contact UPS and component manufacturers for information on equipment upgrades and recommended revisions.

Maintenance Tasks:

The tasks listed below will be documented on the Semi-Annual Preventive Maintenance Report.

1) Check the general appearance and cleanliness of UPS equipment, the area immediately around the UPS, and the rest of the room. Check that UPS rooms are not used for storage. Check HVAC equipment for proper operation. Check temperature and humidity. Indicate deficiencies on the Semi-Annual Preventive Maintenance Report. Notify the COR for the contract should issues be identified that require urgent attention.

2) Inspect UPSs and components externally. Check the condition of UPS equipment air intakes and exhausts, including filters. Check ventilation fans for proper operation and ensure that ventilation openings are clean and clear of obstructions. Check for evidence of problems by evaluating sounds, smells, and detrimental environmental conditions such as heat, moisture, and chemicals. Indicate deficiencies on the Semi-Annual Preventive Maintenance Report. Notify the COR for the contract should issues be identified that require urgent attention.

3) Check ventilation and the suitability and condition of any electrical equipment near the batteries. Evaluate battery proximity to combustibles and ignition sources. Indicate deficiencies on the Semi-Annual Preventive Maintenance Report. Notify the COR for the contract should issues be identified that require urgent attention.

4) Check for spilled electrolyte.

5) Check that UPS control panels indicate NORMAL system operation. Consult the manufacturer for recommendations for system alarms and other abnormal operating conditions.

6) Check indicator lamps using the "lamp test" feature. Check all meters to ensure that they are operating properly. Check input, output, and bypass voltage and current. Record meter readings for input and output voltage, current, and frequency. Verify the operational status of the disturbance monitor, if so equipped.

7) Check UPS controls to verify that they are operating correctly.

8) Check batteries and charger/control equipment to verify that they are in a clean and satisfactory condition, and that no exceptional environmental or other conditions exist that could cause damage or affect performance.

9) Check battery containers, covers, and post seals for cracks, structural damage, electrolyte leaks, dirt, and corrosion. Remove all corrosion and dirt, clean battery cell tops, terminals, and intercell connectors, and check terminal connections, battery posts, and cable ends. Clean battery posts in accordance with manufacturer recommendations. Rinse flame arrester-type vent caps with clear water and air dry to clean. Replace damaged units and vent caps. Clean lead-acid battery surfaces with water and sodium bicarbonate to avoid leakage currents caused by electrolyte on the battery. Clean Nickel-Cadmium battery surfaces with a boric acid solution. Do not use cleaners, soaps, or solvents to clean battery containers and covers. Reapply non-oxidizing grease to battery terminals and intercell connectors, if necessary.

10) Check plates of clear containers for buckling, warping, scaling, swelling, or cracking, and for changes in color. Replace damaged cells. Check batteries for vibration.

11) Check battery electrolyte levels, where applicable, and refill as necessary using manufacturer recommended materials and methods. Measure and record amounts of water added to cells.

12) Select approximately one in six battery cells as "pilot cells" to measure and record cell voltage, temperature, and specific gravity for lead-acid batteries. Select alternate pilot cells quarterly to minimize cell electrolyte loss and contamination during testing.

13) Measure and record UPS input and output voltage, current, and frequency, and battery float voltage and charging current. Check the load to ensure that it is within the UPS rating.

14) Clean the inside of all UPS equipment enclosures and the components within, including the battery cabinets and batteries.

15) Inspect all parts for evidence of overheating, and for physical and thermal damage, including worn insulation, and corrosion. Inspect terminals for loose or broken connections and burned insulation.

16) Check inverters for signs of leaking fluid from the wave-forming capacitors. Check for evidence of liquid contamination, battery electrolyte, and oil from capacitors. Inspect all oil-filled AC capacitors for deformation, swelling or discoloration. Oil-filled AC capacitors have a life expectancy of 6 to 10 years of operation. Replace oil-filled capacitors within six months of the end of their service life.

17) Check intercell and terminal connection resistances in a sample of batteries in accordance with manufacturer recommendations. If the sample shows an increase in resistance, check the resistance of all connections. Check cell impedance, conductance, or resistance of valve-regulated lead-acid batteries.

18) Measure and record pilot cell temperature of vented lead-acid batteries. Measure and record the cell temperature at the negative terminal of each cell or module for valve-regulated lead-acid batteries. Measure and record the specific gravity of electrolyte in all cells. Correct specific gravity readings for temperature.

19) Measure and record individual cell voltages.

20) Check battery cable connections and UPS terminals. Examine interconnection cables, cell connectors, and other conductors for wear, contamination, corrosion, and discoloration. Check battery racks for corrosion, cleanliness, and structural integrity.

21) Operate the transfer switch test switch.

22) Check area HVAC systems, seismic supports, DC circuit overcurrent protection, alarm circuits, grounding connections, cable clamps, and all other installed protective systems and devices.

23) Check all electrical connections. Where loose connections are detected, torque to manufacturer specifications.

24) Perform an infrared scan of batteries under load. Correct deficiencies in accordance with manufacturer recommendations.

25) Inspect battery racks and insulating covers for physical damage, loose connections, cracking, dielectric leaks, dirt, corrosion, seismic parts, and spacers. Verify proper torque for all battery connections.

26) Test alarm shutdown functions. Check alarm relays, lights, horns, buzzers, or other audible annunciation devices for proper operation.

27) Check emergency lighting in room for proper operation.

28) Measure and record ripple current and voltage for valve-regulated lead-acid batteries.

29) Inspect power semiconductors for corrosion and for damage to the hermetic seal. Replace devices with corrosion or damaged seals.

30) Check UPS output voltage and frequency. If necessary, make adjustment settings per manufacturer's specifications.

31) Perform a transfer test. Test the static bypass switch to cycle the load to and from the UPS input source. Measure and record transients, maximum and minimum voltages, and transfer times, are within manufacturer's specifications.

32) Perform a synchronization test where synchronization with an alternate source is required. Verify inverter output voltage and the rate of change of inverter frequency to the reference frequency as it is attenuated, are within manufacturer's recommended parameters.

33) Perform an output voltage balance test. Measure and record inverter phase-to-phase and phase-to-neutral voltage and phase angles while symmetrical and unbalanced loads are applied from no load to full load. Verify that voltages and phase angles remain within manufacturer's recommended parameters.

34) Perform harmonic-components test. Measure and record the harmonic content in the output voltage for rated linear and non-linear load conditions. Verify that harmonic content remains within manufacturer's recommended parameters.

Battery Discharge Testing The contractor will perform battery discharge test to the point that the UPS(s) shuts down due to low battery voltage. Replace batteries if capacity drops by 20 percent in extended operation.

Post-Repair Testing

1) Check the battery and associated charger/control equipment immediately following any repair or battery replacement to verify that they are in a clean and satisfactory condition with no exceptional environmental or other conditions that could damage or affect performance.

2) When applicable, check electrolyte levels and add distilled water as necessary. Clean and re grease battery terminals and intercell connectors as necessary. Clean cell tops. Check and record individual cell voltages where practical. Check and record the specific gravity of pilot cells where applicable. Note the condition of the plates and sediment of free-electrolyte, lead acid batteries in transparent containers.

3) Perform an AC input failure test under connected load for a minimum of five minutes or as specified for the UPS class, whichever is less. Record the UPS output voltage, the battery voltage, and the duration of the test at the beginning and end of the test.

4) Check that all indicator lamps, meters, and controls are operating correctly. Check the load value to ensure that it is within the UPS rating.

48 Volt Direct Current System, Rectifier Semi-Annual Maintenance. Telephone PBX Contact manufacturer for information on equipment upgrades and recommended revisions. If revision updates are needed, the contractor will notify the COR, in writing. The notification will include a synopsis of the need, as well as a quote for any costs associated with the revision.

Perform all recommended maintenance as per manufacturers recommendations and the Codes and Standards listed in this SOW.

125 Volt Direct Current System. Main-Tie-Main (M-T-M) Electrical Gear Perform all recommended maintenance as per manufacturers recommendations and the Codes and Standards listed in this SOW.

A. Mechanical Inspection M-T-M:

1) Verify the battery ventilation/exhaust system is operable.

2) Verify the existence of suitable eyewash equipment.

3) Inspect physical and mechanical condition.

4) Inspect battery support racks or cabinets, mounting, anchorage, clearances, alignment, and grounding.

5) Prior to cleaning, perform as-found tests.

6) Neutralize acid on exterior surfaces and rinse with water, if applicable.

7) Clean corroded/oxidized terminals and apply an oxide inhibitor.

8) Inspect bolted electrical connections for high resistance.

B. Electrical Inspection M-T-M:

1) Perform resistance measurements through all bolted connections with a low-resistance ohmmeter in accordance with MTS-2015 Section 7.18.1.3.A.8.1.

2) Measure negative post temperature.

3) Measure charger float and equalizing voltage levels.

4) Verify all charger functions and alarms.

5) Measure each monoblock/cell voltage and total battery voltage with charger energized and in float mode of operation.

6) Measure intercell connection resistances.

7) Perform internal ohmic measurement tests.

8) Perform an annual load test in accordance with manufacturer's specifications or IEEE 1188, Recommended Practice for Maintenance, Testing and Replacement of Valve-Regulated Lead-Acid (VRLA) Batteries for Stationary Applications.

C. Test Values - Visual and Mechanical M-T-M

1) Compare bolted connection resistance values to values of similar connections.

2) Bolt-torque levels should be in accordance with manufacturer's published data. In the absence of manufacturer's published data, use MTS-2015 Table 100.12. (7.18.1.3.A.8.2)

3) Results of the thermographic survey shall be in accordance with MTS-2015 Section 9. (7.18.1.3.A.8.3)

D. Test Values – Electrical M-T-M

1) Compare bolted connection resistance values to values of similar connections. Investigate values that deviate from those of similar bolted connections by more than 50 percent of the lowest value.

2) Negative post temperature should be within manufacturer's published data or IEEE 1188.

3) Charger float and equalize voltage levels should be in accordance with the battery manufacturer's published data.

4) Results of charger functions and alarms should be in accordance with manufacturer's published data.

5) Monoblock/cell voltages should be in accordance with manufacturer's published data.

6) Monoblock/cell internal ohmic values (resistance, impedance, or conductance) should not vary by more than 25 percent between identical Monoblock’s/cells that are in a fully charged state.

7) Results of load tests should be in accordance with manufacturer's published data or IEEE 1188.

Direct-Current Systems, Chargers M-T-M A. Visual And Mechanical Inspection

1) Inspect physical and mechanical condition.

2) Inspect anchorage, alignment, and grounding.

3) Prior to cleaning the unit(s), perform as-found tests.

4) Clean the unit(s).

5) Inspect all bolted electrical connections for high resistance.

6) Inspect filter and tank capacitors.

7) Verify operation of cooling fans. Clean filters if provided.

8) Perform as-left tests.

B. Electrical Tests

1) Perform resistance measurements through all bolted connections with a low-resistance ohmmeter in accordance with MTS-2015 Section 7.18.2.A.5.1.

2) Verify float voltage, equalize voltage, and high-voltage shutdown settings.

3) Verify current limit.

4) Verify correct load sharing (parallel chargers).

5) Verify calibration of meters in accordance with MTS-2015 Section 7.11.

6) Verify operation of alarms.

7) Measure and record input and output voltage and current.

8) Measure and record ac ripple current and/or voltage imposed on battery.

9) Perform full load testing of charger.

C. Test Values - Visual and Mechanical

1) Compare bolted connection resistance values to values of similar connections. Investigate values which deviate from those of similar bolted connections by more than 50 percent of the lowest value.

2) Bolt-torque levels should be in accordance with manufacturer's specifications.

3) Results of the thermographic survey shall be in accordance with manufacturer’s specifications.

D. Test Values – Electrical

1) Compare bolted connection resistance values to values of similar connections. Investigate values that deviate from those of similar bolted connections by more than 50 percent of the lowest value.

2) Float and equalize voltage settings should be as per battery manufacturer's specifications.

3) Current limit should be within manufacturer's recommended maximum.

4) Results of load sharing between parallel chargers should be in accordance with system design specifications.

5) Results of meter calibration should be in accordance with MTS-2015 Section 7.11.

6) Results of alarm operation should be in accordance with manufacturer's specifications.

7) Input and output voltage should be in accordance with manufacturer's published data.

8) AC ripple current and/or voltage imposed on the battery should be in accordance with manufacturer's specifications.

9) Charger should be capable of manufacturer's specified full load.

UPS and Conditioners:

48 Volt and 125 Volt DC Power Supply Systems

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