36C25625Q1256.docx

SUBJECT*

Sources Sought Generator PM/Repair and load bank testing Shrv LA VAMC

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contacting Officer Le Kisha Douglas, MPA LeKisha.Douglas@va.gov N/A N/A N/A

PLACE OF PERFORMANCE

510 E Stoner Avenue

Shreveport LA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

1. Title: Overton Brooks VA Generator Preventive Maintenance, Repair and Load Bank Testing

2. Purpose: The Network Contracting Office (NCO) 16, located at Galleria Financial Center, 5075 Westheimer Rd, Ste 750, Houston, TX 77030, hereby issues the following Sources Sought to Request Information (RFI) with the intent of determining the contractor interest, capabilities, qualifications of potential businesses, nonmanufacturer rule compliance, Buy American Act compliance, Trade Agreement compliance and estimated industry pricing information for market research and estimated budgetary purpose for a non-personnel services contract to provide Grounds Maintenance.

The Contractor shall provide all travel, tools and equipment, and labor necessary to provide maintenance, repair services, and preventative maintenance and service calls described herein on the generators, generator and switchgear controls, subsequent parts and systems, etc. located at Overton Brooks VAMC, 510 E. Stoner Ave, Shreveport, LA 71101. The contractor shall maintain in good operating condition the listed equipment in the Contract.

Government anticipates competitive, firm fixed priced single sourced contract. This Sources Sought is published for market research purposes. This Sources Sought will be used to determine if a set-aside for any small business program is appropriate. Please review this announcement, respond to questions below and review all attachments in their entirety.

Government request that interested offerors complete all questions below, provide required documentation, descriptive literature and authorization letter as described below. The Government is in no way obligated to do business with or to enter into any form of contract with any person, firm or other entity that receives or responds to this announcement.

3. Objective: To find qualified and certified contractors with the capability to provide full grounds maintenance services for the Overton Brooks VA Medical Center located in Shreveport, LA.

4. Place of Performance:

5. Responses Requested: The NCO 16 requires all the following information and questions answered 5a through 5k in this RFI/SS: Questions and information that are not provided shall be considered nonresponsive to the Request for Information and contractor shall not be considered as part of the market research.

a. The representative conducting the inspections expect present full capabilities to perform this work. Do you have qualified personnel and certifications to perform these services?

b. Do you (contractor) possess the capability to meet the government requirements as specified within the Statement of Work?

c. Do you (contractor) possess the capability to provide services during the normal working hours listed in the of the Draft SOW?

d. Contractors shall provide their point(s) of contact name, address, telephone number, and email address; and the company's business size, and SAM Unique Entity Identification Number.

d. Is your company a small business, SDBs, HUBZone, or 8A concern? Please provide proof of qualifications.

e. Is your company considered small under the NAICS code 561730?

f. Is your (Contractor) Buy American Certificate completed in SAM? Please provide evidence with response.

g. Is your (Contractor) Trade Agreement Certificate completed in SAM? Please provide evidence with response.

h. Contractors shall provide an estimated industry pricing for services, as well as for certification related qualifications or state certifications for market research and budgetary purpose. These certifications are specified in Contractor Personnel Requirements section.

i. Do you (Contractor) manufacture the product itself or a distributor of the items being researched above, allowing for services, supply procurement and full SOW compliance? Please provide authorized distributor letter or any such supporting documentation from original equipment manufacturer (OEM), if applicable. These specifications are identified in Generator Information section, on page 16-24 of the draft PWS.

j. Information for the product being requested, is it manufactured outside the US-Domestic non-available? This is relevant to any and all replacement parts for certification repairs.

k. For the services required, is your company available under any;

Government Wide Agency Contract (GWAC) General Services Administration Schedules (GSA) Indefinite Delivery Indefinite Quantity (IDIQ) Blanket Purchase Agreement (BPA) Blanket Ordering Agreements (BPO)

If so, please provide the contract number.

6. Opportunity: The NCO 16, is seeking information from potential contractors on their ability to provide this service. THIS IS A SOURCES SOUGHT FOR REQUEST INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this Sources Sought in order to assist the NCO 16 in determining potential levels of competition available in the industry. Contractor shall possess the capability to provide all requirements and objectives.

7. Instructions and Response Guidelines: Sources Sought responses are due by July 30, 2025, at 16:30 (CST) via email to LeKisha.Douglas@va.gov .

All Questions shall be submitted by July 28, 2025 at 1630(CST) via email to LeKisha.Douglas@va.gov.

Telephone requests or inquires will not be accepted.

Public Information will not be provided and shall be utilized to the full extent possible.

This a New Requirement.

The subject line shall read: 36C25625Q1256 -RFI-Sources Sought- Overton Brooks VA Generator Preventive Maintenance, Repair and Load Bank Testing. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 5(a) - 5(k).

Please provide the information you deem relevant in order to respond to the specific inquiries of the Sources Sought. Information provided will be used solely by NCO 16 as "market research" and will not be released outside of the NCO 16 Purchasing and Contract Team.

This Sources Sought notice does not constitute a Request for Proposal (RFP), Invitation for Bid (IFB), or Request for Quotation (RFQ), and it is not to be construed as a commitment by the Government to enter into a contract, nor will the Government pay for the information submitted in response to this request. All information contained in this Sources Sought is preliminary as well as subject to modification and is in no way binding on the Government.

In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract. If a solicitation is released, it will be synopsized on Contracting Opportunities (https://beta.sam.gov/) website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this Sources Sought, or future RFP/RFQ.

8. Contact Information:

Contracting Officer, Le Kisha Douglas, MPA Email address: LeKisha.Douglas@va.gov Your responses to this notice are appreciated.

THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES/PROPOSALS; however, any firm that believes it can meet the requirements may provide answers, responses and give written notification prior to the response due date and time. Supporting evidence and responses must be furnished in enough detail to demonstrate the ability to perform the requirements.

Sources Sought Notice Sources Sought Notice

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Sources Sought Notice

Performance Work Statement VA Generator Maintenance Department of Veterans Affairs

General Information The purpose of this contract is for the Contractor to provide generator preventive maintenance and repair and load bank testing for the seven generators located on the Overton Brooks VA hospital campus.

Project Title Overton Brooks VA Generator Preventive Maintenance, Repair and Load Bank Testing.

Project Background Maintenance is required to prolong equipment life and meet Joint Commission and VA Directives concerning emergency power systems. Load bank testing is required because the load may not meet generator load demand percentages during emergency generator testing. Seven generators located at Overton Brooks VA Hospital at 510 E. Stoner, require maintenance to prolong equipment life and load bank testing to meet Joint Commission and VA Directives concerning emergency power systems.

Scope of Work

The Contractor shall provide all travel, tools and equipment, and labor necessary to provide maintenance, repair services, and preventative maintenance and service calls described herein on the generators, generator and switchgear controls, subsequent parts and systems, etc. located at 510 E. Stoner Ave, Shreveport, LA 71101. The contractor shall maintain in good operating condition the listed equipment in the Contract.

The Contractor will provide comprehensive Semi-annual and Annual Scheduled Maintenance and Testing for station emergency and standby generators (diesel fueled). This maintenance will include Operational Inspection Services (OIS), Load Bank Testing – Annual four-Hour Load Bank Testing for all equipment covered under this contract. The Contractor shall provide all documentation of this maintenance required by Joint Commission and VA Directive 1028. Information concerning the generators has been added to Attachment 1 of this PWS. The Contractor will provide comprehensive Quarterly and Annually Scheduled Maintenance for station emergency. The Contractor shall provide all documentation of this maintenance required by Joint Commission and VA Directive 1028. All maintenance, testing, and inspection required by The Joint Commission (TJC); VHA Directive 1028 Electrical Power Distribution Systems dated July 25, 2014, National Electrical Code (NFPA 70); Recommended Practice for Electrical Equipment Maintenance (NFPA 70B); Standard for Electrical Safety in the Workplace (NFPA 70E); Health Care Facilities Code (NFPA 99); Life Safety Code (NFPA 101); Standard for Emergency and Standby Power Systems (NFPA 110); Occupational Safety and Health Requirements (OSHA) Part 1910 Subpart J, The control of hazardous energy (lockout/tagout) (1910.147); Occupational Safety and Health Requirements Part 1910 Subpart S , Electrical (1910.301-1910.399); Safety and Health Regulations for Construction Part 1926 Subpart K, Electrical (1926.400-1926.449); and manufacturer recommendations shall be performed by the contractor and shall be in accordance with The Joint Commission (TJC); VHA Directive 1028 Electrical Power Distribution Systems dated July 25, 2014, National Electrical Code (NFPA 70); Recommended Practice for Electrical Equipment Maintenance (NFPA 70B); Standard for Electrical Safety in the Workplace (NFPA 70E); Health Care Facilities Code (NFPA 99); Life Safety Code (NFPA 101); Standard for Emergency and Standby Power Systems (NFPA 110); Occupational Safety and Health Requirements (OSHA) Part 1910 Subpart J, The control of hazardous energy (lockout/tagout) (1910.147); Occupational Safety and Health Requirements Part 1910 Subpart S , Electrical (1910.301-1910.399); Safety and Health Regulations for Construction Part 1926 Subpart K, Electrical (1926.400-1926.449); and manufacturer recommendations.

The Contractor will be responsible for providing all background paperwork certifying part installation and/or repair, calibration, testing of the systems, and certifications of maintenance. Contractor shall also provide an extended warranty on all applicable parts and equipment for the systems. All preventative maintenance work shall be in strict adherence to the recommended manufacturer’s specifications and standard operating procedures for equipment maintenance.

All work shall be performed by personnel specifically qualified and trained to work on the power generating systems, motors, electronic controls, programmable logic circuits (PLCs), graphical user interfaces (GUIs), high voltage producing/using equipment. Evidence of all required licenses, as well as documentation of qualifications of personnel, shall be provided to the Contracting Officer (CO) prior to award of contract.

This maintenance contract shall be for one base year plus four (4) option years..

Performance Objectives Contracted generator maintenance provider shall perform, and provide all required documentation of, all inspections, testing, repairs and preventive maintenance of the facility’s generators to keep said system in compliance with the most current edition of NFPA 101, NFPA 70, American Society of Mechanical Engineers (ASME), American National Standard Institute (ANSI), and other Federal Regulations pertaining to maintaining backup power systems, power generation equipment, etc. in medical and Federal facilities.

Deliverables Schedule

award

Period of Performance The period of performance shall run from on or around June 30, 2025, through June 30, 2030. Should these dates change, the Contracting Officer will issue a modification to the contract reflecting the corrected date. The Contractor is required to proceed as originally scheduled until such modification is issued. The Contracting Officer is the only official authorized to make changes to the contract.

Key Personnel The Contractor shall submit a list of the points of contact for VA’s account pertaining to maintenance, testing, and service calls. Submission shall include the person’s name, phone number, email and address for correspondence. For all work completed, the Contractor shall submit proof of generator maintenance and testing certification for the technician completing the work with specific acknowledgment of expertise on power generation equipment operating at 1 MW or higher.

Type of Contract This contract shall be a Firm Fixed Price Contract.

Place of Performance The work shall initially be performed at the Overton Brooks VA Hospital at 510 E. Stoner Avenue, Shreveport, LA 71101.

COR Authority: In no event is the Contracting Officer’s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR’s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.

Hours of Work Normal operational hours for the VA facilities are from 700 a. m. – 4:30 p. m, Monday through Friday, exclusive of Federal Holidays unless stated differently elsewhere. Emergency services or call outs shall be provided by the contractor 24 hours a day, 7 days a week, inclusive of holidays.

General Requirements All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

The Contractors shall furnish all labor, transportation, equipment, materials, tools, supplies, supervision, incidental engineering, and management required to perform the maintenance, repair and component replacement as required to maintain the equipment in accordance with the manufacturer's original specifications. Work includes the performance of service work, preventative maintenance of equipment and other services as described herein.

Work Excluded. The subparagraphs below further clarify the scope of work under this contract:

· Improvements. Installation of new or improved equipment of modifications to existing equipment as directed or required by authorities cognizant of this contract, is not included in this contract. Improvements also cover work not necessary as part of maintenance and repair.

· Warranted Equipment. Equipment, components, and parts, other than that installed under the contract, shall not be removed or replaced or deficiencies corrected while still under warranty of the manufacturer or the installer without prior approval of the COR. All defects in materials or workmanship, defective parts, or improper installation and adjustments found by the Contractor shall be reported to the COR so that necessary action may be taken. The Contractor shall be knowledgeable of the equipment, parts, and components that are covered by warranty and the duration of such warranties. Available warranty information will be furnished to the Contractor by the COR.

Licensing and Supervision. The Contractor shall be licensed by the State of Louisiana to provide the maintenance and repair services specified in this contract. All work shall be performed by electricians or mechanics specifically qualified and trained to work on emergency generators. (diesel fueled), voltages of 120/208, 480- and 13,200-volts Evidence of all required licenses, as well as documentation of the qualifications of personnel, shall be provided to the CO and COR prior to award of the contract.

DEFINTIONS- TECHNICAL. As used throughout this contract, the following terms shall have the meaning set forth below. Additional definitions are in the "DEFINITIONS" clause.

Where “as shown”, “as indicated”, “as detailed”’ or words of similar import are used, it shall be understood that reference is made to this performance work statement and the drawings and documents accompanying this performance work statement unless stated otherwise.

Where “as directed”, “as required”, “as permitted”, “approval”, “acceptance”, or words of similar import are used, it shall be understood that direction, requirement, permission, approval, or acceptance of the COR is intended unless stated otherwise.

ANSI. The abbreviation of the American National Standard Institute.

Adjust. To regulate, settle, bring to a more satisfactory state of normal operating condition. Check. Examine, inspect, test, or verify by trail.

Component Part. Any part of any item or system which is detachable or removable from the main body or main assembly of the item or system, a constituent part or an essential part necessary to the performance of the system.

Contractor. The term contractor as used herein refers to both the prime Contractor and any subcontractors. The prime Contractor shall ensure that his/her subcontractors comply with the provisions of this contract.

Contractor Representative. A foreman or superintendent assigned in accordance with the “CONTRACTOR EMPLOYERS”.

Control. A mechanism used to regulate or guide the operation of a machine, apparatus, or system.

CBOC. Community Based Outpatient Clinic. ATS. Automatic Transfer Switch.

Emergency Work. Work requiring immediate action to correct or prevent loss or damage to Government property, or to eliminate hazards to personnel or equipment.

Frequency of Services.

· Annual (A) – Services performed once during each 12-month period of the contract.

· Semi-annual (SA) – Services performed twice during each 12-month period of the contract at intervals of 160 to 200 calendar days.

Inspect. To examine thoroughly, to view closely in critical appraisal.

Maintain. To keep in a state of repair and efficiency, to preserve from failure or decline. Maintenance. Work and inspection which is required to repair or maintain equipment systems in a safe, operational condition, or to restore these systems to initial or usable condition by overcoming the effects of wear and tear, disaster, damage, or deterioration. New construction or alteration is not included.

Provided. Shall be understood to mean provided in place, which is, furnished and installed, ready for use.

Quality Assurance (QA). A method used by the Government to provide some measure of control over the quality of purchase foods and services received.

Quality Control (QC). A method used by the Contractor to control the quality of goods and services produced.

Regular Working Hours. The Government's regular (normal) working hours are from 7:30am to 4:30 pm local time, Mondays through Fridays except (a) Federal Holidays and (b) other days specifically designated by the COR.

Repair. Repair is the restoration of a piece of equipment, a system, or a facility to such condition that it may be effectively utilized for its designated purposed. Repair may be overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through maintenance, or replacement of the entire unit or system if beyond economical repair.

Replace. To remove damaged, defective, or deteriorated materials or parts and install new materials or parts as approved.

Required. Demanded as necessary or essential to the satisfactory operation of the equipment or system.

Response Time. Response time is defined as the time allowed the Contractor after initial notification of a work requirement to be physically on the premises at the work site with appropriate tools, equipment, and materials, ready to perform the work require. Response times are designated in the appropriate technical clauses in the Section.

GOVERNMENT FURNISHED ITEMS. The Government will not provide office space and operational facilities to the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense.

Government Furnished Equipment. The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor.

Government Furnished Material. The Government will not provide any materials to the Contractor.

Availability of Utilities. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

Utilities specified above will be furnished at no cost to the Contractor.

CONTRACTOR FUNISHED ITEMS. Except for the items listed in previous clauses, the Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract. The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repairs services as described herein. All replacement units, parts, components, and materials to be used in the maintenance, repair, and alteration of equipment shall be compatible with that existing equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall conform to the technical specifications and be used in accordance with original design and manufacturer's intent. Items not listed in the technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. When disputes arise concerning material, equipment, and components selected for work items already accomplished, and it is determined by the contracting officer that contractual requirements were not met, the Contractor shall, at no cost to the Government, remove, replace, and/or rework material, equipment, and components so that compliance with the Government's requirements are satisfied.

WORK OUTSIDE REGULAR HOURS. Except as what may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must apply to the COR for approval.

MANAGEMENT. The Contractor shall manage the total work effort associated with the operations, maintenance, repair and all other services required herein to assure fully adequate and timely completion of these services. Included in the function are a full range of management duties including, but not limited to scheduling, report preparation, establishing and maintain records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices.

Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and complete work requirements within the specified time limits and in conformance with the quality standards established here in. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within two (2) hours of the inquiry during regular working hours, and within four (4) hours after regular working hours.

Work Schedule. The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc.

Records. Cumulative service records shall be kept for piece of equipment. A separate record file shall be established and kept up to date for each system. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least 15 calendar days prior to the start date of the contract.

The records shall cover the following work:

· Preventative Maintenance Inspection and Service (PMIS) work;

· Inspection, Testing, and Certification work;

Service work. The Contractor shall include the following data in the appropriate record within two working days from the completion of the associated work items:

· The date(s) when the service(s) was scheduled, stated and completed.

· Name of the individual(s) who performed the services.

· The nature and extent of all service and repair work performed, including: completed PMIS record cards; description of conditions and deficiencies found during any PMIS visits, and deficiencies remaining uncorrected during PMIS visits; work performed during inspections and tests, results of those inspections/test, and disposition of deficiencies found during inspection/test; and description of service work performed, including a brief description of material and parts used (including costs and quantities), and hours of labor expended.

· Printed name and signature of VA personnel who verified completion of work.

· Any other information the Contractor chooses to include in the records, at no additional cost to the Government.

All required records shall be made available to the Government for examination and reproduction upon request, and the original records shall be submitted to the COR within five (5) calendar days of expirations of the contract. All required records shall be maintained in a readable, complete, orderly, timely and accurate manner.

Work Completion Reports. The Contractor shall submit work completion reports to the COR within two (2) working days after completing each occurrence of service under this contract.

These reports shall contain, as a minimum, the information described in items of subparagraphs of the aforementioned "Records" paragraph and as mentioned elsewhere in this PWS and shall be signed and dated by the Contractor's Representative.

Staffing. The contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified.

PREVENTATIVE MAINTENANCE INSPECTION AND SERVICE. The Contractor shall perform Preventative Maintenance Inspection and Service (PMIS) work on all equipment systems covered under this contract. Work shall consist of maintaining these systems in a safe, reliable, and satisfactory operating condition. All work shall comply with ASME, ANSI, NFPA, VA directives, etc. except as modified herein. The contractor shall provide all necessary services, parts and materials, and complete all repair requirements identified during the performance of a PMIS as part of PMIS. Excessive or repeated system breakdowns or deficiencies may be considered by the Government as an indication of unsatisfactory performance of PMIS by the contractor.

Scope. PMIS work includes periodic contractor operation, inspection, checks, adjustments, and maintenance of the generators necessary to ensure that each system complied with applicable VA, Joint Commission, NEC, ASME, and manufacturers' standards of safety, reliability and satisfactory operating condition. PMIS work shall be performed in accordance with the appropriate manufacturer recommendations. The intent of PMIS is to provide routine maintenance services that permit the early detection and correction of items that, if deficient or defective, would: (a) interfere with the normal effective operation of the generator systems; (b) endanger life and/or property; or (c) involve high costs or long lead time for repair. PMIS work shall include, but not limited to: comprehensive operational inspection and adjustments to insure the satisfactory functioning of machinery and controls, leveling devices, and safety mechanisms; detecting and correcting the causes of unusual noise or vibrations; manufacturers' recommended machinery lubrication; filter cleaning and replacement; adjustments to bring system operation within the manufacturers' specifications; repairs including defective part and component replacements; equipment space housekeeping, to include waste, hazmat and animal incursion remediation; equipment cleaning; changing burned-out indicate lamps; replacement of controls, controllers, and screens; replacement of batteries; repair and part replacement of battery chargers; service and repair of cooling and exhaust systems; service and repair of voltage regulators, rectifiers, etc; fuel injection systems; repair and general upkeep of main assemblies and frames; calibration, programming and repairs on control panels, user interfaces and overall system controls and communications; other services as required to maintain all systems at a safe and acceptable operating condition.

Frequency. Maintenance shall be conducted at intervals. The contractor must provide maintenance at intervals of Quarterly and Annually maintenance at a minimum. Load bank testing shall be four-hour testing annually.

Contractor PMIS Schedule Submissions. The Contractor shall submit a detailed PMIS schedule to the COR for approval at least fifteen (15) calendar days prior to the start date of the contract. The schedule shall include, for each specific equipment system, the location of the equipment; and work to be performed. The Contractor shall schedule and perform PMIS on weekdays between 7:00 AM and 4:30 PM. Once the Contractor's PMIS schedule is approved by the COR, PMIS shall be performed by the contractor without further authorization by the COR. The Contractor shall strictly adhere to the scheduled PMIS dates to facilitate Government verification of the work. If the Contractor finds it necessary to reschedule PMIS, a written request shall be made to the COR detailing the reasons for the proposed change at least five (5) working days prior to the originally scheduled PMIS date. No scheduled PMIS dates shall be changed without the prior written approval of the COR.

Check In Requirements. The Contractor's superintendent shall check in at a site designated by the COR prior to the commencement of work each day that PMIS is to be performed, indicate the work and the location of work. The contractor’s superintendent, at the completion of work each day, will check out with the same site. Check-in procedures require receiving a temporary badge and completing the necessary information on the vendor sign-in sheet. Access to work areas and performance monitoring will be provided by VA Maintenance & Operations personnel.

PMIS Records and Reports. See the "MANAGEMENT" clause of this Section for PMIS record keeping and work completion reporting requirements.

PMIS Work Quality Standards. The Contractor shall meet the following PMIS work quality standards at a minimum:

· PMIS Checklist work items satisfactorily accomplished.

· All internal and external components, parts, assemblies, and subassemblies forming a part of each generator system or necessary for it’s safe operation are inspected, adjusted, lubricated, repaired or replaced as necessary to ensure system is functioning as designed. No unusual or objectionable machinery wear, noise or vibration.

· Physical Appearance

· Exterior of generators shall be wiped clean, and rubbish removed on completion of each inspection, maintenance or repair.

· General adjustments shall be made as necessary. The exterior of the machinery and any other parts of the equipment subject to rust shall be always kept properly painted and presentable. The motor windings shall be kept free of rust and carbon dust. Paint touch-up shall be completed annually on all generators. The Contractor shall furnish all necessary cleaning supplies, vacuum cleaners, etc.

· All motor speeds meet manufacturer's specifications.

· All spark plugs are clean and have been properly adjusted.

· Points and Condensers are clean and have been properly adjusted

· All oil and fluid levels are appropriate; all oil and fluids are clean and have been changed appropriately.

· All filters have been checked and replaced as necessary

· Lube distributor, starter and governor in operation and clean.

· Cooling system checked

· Antifreeze checked and tested

· No cracking, damage observed on hoses

· Fuel sediment bowl cleaned (sediment removed)

· No water, oil or fuel leaks present.

· All belts adjusted

· Air cleaner is filled and clean

· DC and AC, battery charging and starting motor brushes have been checked for proper setting and wear

· Static exciter clean

· Muffler and exhaust system fully functional

· Cooling and venting system fully functional

· All phase connections are tight.

· Generator is clean of dust and carbon deposits

· Stand-by shutdown test, all functions operating normally

· All safeties are full functional

· Lube all locks and hinge

· All alarm indicators are fully functional, and no alarms exist on units.

· All generator controls, have latest firmware and software updates.

· Generator output meets manufacturer design standards (voltage, amps, watts, frequency, phases, etc.).

· All batteries shall be checked and cleaned for corrosion. All batteries that no longer function properly shall be replaced by the Contractor. Battery replacement is anticipated to occur to more than once a year. The contractor shall be responsible for all battery disposals. The contractor shall adhere to all local and Federal regulations regarding the removal and disposal of batteries.

· All work clearances around equipment and generator sets are maintained.

· All movable parts shall be properly lubricated.

· All electrical wiring and conductors exiting generators shall be repaired and/or replaced when required.

· Smooth motor movement, with no unusual or objectionable noise or vibration.

· All normal and emergency operating controls maintained and adjusted to be fully operational.

· All lights and indicator lamps are operational.

· All safety systems and mechanisms maintained in safe, operational condition. The contractor shall provide all necessary lock out/tag out materials for all maintenance and testing.

· All hydraulics are inter-lubricated and maintained within allowable limits of wear. Systems are "shut down" and COR is notified when worn or damaged components are found.

INSPECTIONS, TESTING AND CERTIFICATION. All inspection and testing shall be performed in accordance with manufacturer’s recommendations. The Contractor shall conduct, at a minimum, Quarterly and Annually inspections of generators and generator controls systems.

Deficiencies discovered during inspection shall be corrected by the contractor. Inspections that are conducted as part of preventative maintenance program shall be completed by the contractor and adhere to the directives noted herein. The maintenance contractor shall tag the tested devices after the inspection and safety tests have been performed and certified. Tags shall include, at a minimum: the date of the inspection, the name of the inspector, the frequency of the inspection. The tag shall be clearly identifiable and shall in no way hinder the operation of the equipment.

The Contractor shall provide a systems-check list that shall demonstrate the state of the line items, actions taken against the line item, final state upon completion of inspection. The list shall include, at a minimum, the following subdivisions:

· LUBRICATING SYSTEM: Oil Filters, Engine Oil, Oil Sample, Oil Leaks; Crankcase pressure and breather; Engine governor; fan drive and generator bearings; gauges and safeties; accessory drives

· FUEL SYSTEM: Fuel Filter (primary and secondary); Fuel Tank; Fuel Leaks; Presence of Sediment, condensation/water; Throttle Linkages; Fuel Sample; Gauges and Safeties

· EXHAUST SYSTEM: Exhaust Leaks; Riser & Hoses; Flex; Exhaust Manifold; Turbocharger Cap Screw; Thermo-Blankets; Air Induction piping

· COOLING SYSTEM: Water Pump; Strainers; Coolant Level; Belt condition / Tension; Pulleys, Bearing wear; Antifreeze; Hoses (Cracks/Bulges); Rad. Cap Condition; Hose Clamps; Stray frequency check

· AIR INTAKE SYSTEM: Air Filter Element; Piping & Connection; Crank Case Breather

· BASE ENGINE SYSTEM: Engine Mounts; Compression test; Couplings; Alignment Check

· ELECTRICAL SYSTEM: Alternator connections; Ground; Isolation or Bat. Switch; Wire harness & Plugs; Clutch Assembly; Condition of Battery; Distilled Water/Battery; Battery Terminals; Cable Connections

· IGNITION SYSTEM: Spark plugs; Cap; Rotor; Distributor; Points; Starter Relay; Glow plugs; Glow plug Relay and Lamp; Ignition switch

· INSTRUMENT PANEL: Instruments; Relays; Safety Shutdown; Transfer switch at CBOCs.

· GEARBOX ASSEMBLY: Fluid level; Leaks; Shift linkage; Filter; Shaft coupling

· GENERATOR SYSTEM: Electrical Connection; Rear Bearing; Voltage Regulator

· PHYSICAL APPEARANCE: Frame; Paint; Housekeeping

· Insulation Resistance: Polarization Index Ratio and DC Overpotential Test as specific voltages between phases (A to ground, B to ground, C to ground, A to B, B to C, C to A), only as needed.

· Position the generator is in when the technician completes inspection (off, on, automatic) default should be automatic.

For the purposes of inspection, testing and maintenance, the contractor shall ensure that the campus maintains at a minimum four fully functional generators available during maintenance services.

LOAD BANK TESTING. The Contractor shall provide the following information check list:

· Technicians

· Date

· Unit Number

· Location

· Engine type and model number

· Generator type and model number

· KVA

· KW (unit)

· Power Factor

· Serial Number of units

· Volts

· Amps

· Number of Phases

· Frequency

· Oil Pressure

· Water Temperature

· Hours on generator meter at start

· Hours on generator meter at stop

· DC Volts

· Ammeter

· RPM/Hz

· Voltage Regulator Stability

· Voltage Regulator Droop (no load voltage, full load voltage)

· Line voltages, amperage per line, frequency, time for each instance: no load, ¼ load, ½ load, ¾ load, full load

Load testing shall be subdivided evenly among the total load test (40 minutes at each load instance for the 4-hour test). Contractor shall provide the necessary load banks to complete this testing. Contractor shall note that the generators are located at various locations around the facility. The contractor shall be responsible for providing all transportation, equipment, tools, staff and connections necessary to deliver the load banks to the site, connect the loads banks to the generators, maneuver the load banks around the property as necessary to tie in to the generators. Load Bank Testing may occur during normal duty hours. The cost of all labor services associated with load bank testing and preventative maintenance, inspection and testing for the base year and subsequent option years shall be included in the cost of this contract. The VA shall not be responsible for incidental charges, including, but not limited to: parking, tolls, mileage, phone, etc., on straight time or for overtime work.

SERVICE WORK. The contractor shall perform service work (service calls) as necessary to determine the cause of system and equipment malfunctions, eliminate the cause(s), and restore the system or equipment to satisfactory working condition. Excessive or repeated systems and equipment malfunctioning may be considered by the Government to be unsatisfactory performance of service work by the Contractor. The Contractor shall respond to all service calls, including those calls where the accomplishment of repairs is subsequently determined to be beyond the major repair limit established in the "GENERAL REQUIREMENTS" clause.

Service Call Reception. Authorized Government representatives will advise the Contractor by phone of all service call requests, both during and after regular working hours, and will relay the classification of each. Service calls shall be initiated based on the definitions provided below.

The contractor shall have adequate procedures for receiving and responding to service calls 24 hours per day, including weekends and holidays. Primary and secondary local or toll-free telephone numbers shall be provided by the Contractor for receipt of all service calls. All telephone calls shall be answered within thirty (30) minutes by an individual fully familiar with the Contract's work control procedures and the terms and conditions of this contract. Calls shall be considered received by the Contractor at the time and date the telephone call is placed.

Service Call Classifications. Service calls will be classified by the Government as either emergency or routine, and the following procedures shall apply. For routine service calls, a technician shall be on site no later than the following business day and for emergency requests a technician shall be on site within 8 hours maximum.

Emergency Service Calls. Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when system failures constitute a danger to personnel, threaten to damage property, or threaten to disrupt activity operations and/or training missions. Examples include and electrical defect which could cause fire or shock, utility service is not available; campus is running on generator and unit failure occurs; etc. The Contractor shall provide a mechanic at the site and on the job ready to service the generator within four (4) hours of receiving the call, 24 hours a day, 7 days a week. After beginning work, the Contractor shall work continuously until the emergency is arrested. After arresting the emergency condition, any remaining work required to restore safe, continuous and reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in the previous and following paragraphs. Such follow up work shall be considered reported due to the original service call but shall not considered part of the emergency service call unless the work must be completed outside of normal hours of operation. At no point shall the campus more than two inoperable generators at any given time. The Contractor shall restore the equipment to full performance within one week of the originating call and/or have the capability to provide a portable emergency generator of equal capacity if the facility has one or two inoperable generators. Charges to the VA for generator rental and tie ins shall originate only upon prior approval being granted by the Contracting Officer as an additional cost to the VA. Use of overtime emergency hours as listed in this PWS may be used toward this item should the VA have not yet exhausted the aggregate for the year. Should the facility experience a failure of three or more generators at one time, the Contractor shall provide portable emergency generators (rental, tie ins and fuel) of equal, total capacity of the units, minus two, at no cost to the VA to maintain an emergency power capacity of 11MW (equivalent of five 2.2 MW units). This shall occur if the inoperability of the units is due to poor maintenance, lead time of replacement parts as part of maintenance program, system failures due to normal wear and tear. Overtime emergency call back hours shall not apply in this instance. Normal call-back service times are between the hours of 7:30 a.m. and 4:30 p.m., Monday through Friday, exclusive of Federal Holidays. Services performed during all other times shall be overtime emergency call-back service. If regular time work must be carried over and contractor wishes to continue to work beyond the Medical Center normal hours of operation, authorization for overtime work must be obtained from the COR or designated representative before proceeding. Any overtime emergency call-back services shall be included in the cost of this contract. Overtime period services are not expected to exceed an average of 10 hours, per month (regardless of the number of technicians on site). Allocation for this cost shall be included in this contract. Any time accumulated that is expected to exceed this maximum amount (10 hours per month or aggregate of 120 hours in one year), shall not be expended, beyond (10) hours, without written approval of the COR prior to beginning work. Expense exceeding hour limits shall be quoted as a breakdown of labor and material cost. The contractor shall demonstrate all aggregated time used toward this overtime maximum to demonstrate justification for this added cost should it arise. The Contractor shall ensure that during service calls, the number of technicians required to complete the task are used. Should the VA determine that additional technicians were used inappropriately and resulted in the over use of over time hour allotment, the VA will not be subject to the loss of those hours for that instance. The cost of all normal and emergency call-back service for the base year and subsequent option years shall be included in the cost of this contract. The VA shall not be responsible for incidental charges, including, but not limited to parking, tolls, mileage, phone, etc., on straight time or for overtime work.

Routine Service Calls. Service calls shall be classified as routine when the work does not qualify as an emergency call. The contractor shall respond to and begin work on routine service calls within twenty-four (24) hours on business days after receipt of the call. For example, if a routine service call is received by the Contractor at 10:00 am on Tuesday, the Contractor must be at the job site no later than 10:00 am on Wednesday. If the call is received at 2:00 pm on Friday, the Contractor must be at the job site not later than 2:00 pm on the following Monday.

Routine service work will normally be performed during the Government's regular working hours unless prior approval is received form the COR. Overtime hours approved for the convenience of the government on routine work shall not be applied to emergency service hours.

Parts and Materials.

Purchasing of parts and material required for the maintenance and repair of the generators will be handled via the contract parts rider or separate purchase order at the discretion of the COR. Full performance is defined as; all defective parts have been replaced with parts equivalent to or better than the original parts and meets or exceeds the manufacturer’s original performance specifications.