36C25924Q0586_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Tiffani Perkins tiffani.perkins@va.gov 918-577-3261

PLACE OF PERFORMANCE

Oklahoma City VA Health Care System

921 NE 13th ST

Oklahoma City OK

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

Performance Work Statement (PWS) Emergency Generator Preventive Maintenance Department of Veterans Affairs (VA) Veterans Health Administration (VHA)

Veterans Affairs requires a contractor to provide preventative maintenance on Emergency Generators at the Oklahoma City VA Health Care System. Services are to be performed in accordance with this PWS and to OEM standards, with the intent of ensuring the equipment operates as the original manufacturer intended, uninterrupted (95% uptime), in a cost-effective, efficient manner, contributing to the VA Mission.

Services are required on the government-owned systems listed in this PWS for the period of performance and at the location outlined in this PWS.

This Contract will be a non-personal services contract. The Contractor, its employees, agents and subcontractors shall not be considered government employees for any purpose. Contractor shall furnish all labor, materials, parts, equipment, tools, transportation, and supervision to provide services in accordance with this Performance Work Statement (PWS).

C&A requirements do not apply, and a Security Accreditation Package is not required.

INSPECTION SERVICES:

a. General:

i. Contractor shall provide scheduled annual preventive maintenance services of generators, diesel fire pump and fuel analysis as specified within all updated manufacturer specifications and requirements.

ii. Generators are located on 1 campus:

Oklahoma City VAMC 921 NE 13th St Oklahoma City, OK 73014

iii. Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. Contractor must have adequate insurance protection against negligent work and other forms and follow all federal, state, local regulations related to this requirement.

iv. All gauging and measurement equipment used shall be calibrated prior to use (within 1 calendar year) according to manufacturer’s specifications or a standard traceable to the National Bureau of Standards.

b. Inventory:

i. Emergency Generators:

1. 500 KW Generator #1

2. 500 KW Generator #2

3. 600 KW Generator #1

4. 600 KW Generator #2

5. 1000 KW Generator #1

6. 1000 KW Generator #2

ii. Fire Pump:

1. Diesel Fire Pump

iii. Fuel Tanks:

1. 10000 Gallon Tank

2. 15000 Gallon Tank #1

3. 15000 Gallon Tank #2

4. 25000 Gallon Tank #1

5. 25000 Gallon Tank #2

c. Deliverables and Performance:

i. Annual Preventive Maintenance services are to be performed during the following time periods:

1st Quarter: October thru December of contract year.

2nd Quarter: January thru March of contract year.

Note: Annuals shall occur in 1st or 2nd quarter and the same quarter of each following option year.

ii. Maintenance Services for Generator Sets:

1. Annual Inspection/Service:

a. Belts - Inspect/Adjust/Replace

b. Cooling System Supplemental Coolant Additive (SCA) - Test/Add

c. Heat Shield – Inspect

d. Stator Lead - Check

e. Alternator - Inspect

f. Cooling System Coolant Sample (Level 2) - Obtain

g. Crankshaft Vibration Damper - Inspect

h. Engine - Clean

i. Engine Air Cleaner Element (Dual Element) - Clean/Replace

j. Engine Crankcase Breather - Clean

k. Engine Mounts - Check

l. Engine Oil Sample - Obtain

m. Engine Oil and Filter - Change

n. Engine Protective Devices - Check

o. Engine Valve Lash - Inspect/Adjust

p. Fan Drive Bearing - Lubricate

q. Fuel Injector - Inspect/Adjust

r. Fuel System Primary Filter (Water Separator) Element - Replace

s. Fuel System Secondary Filter - Replace

t. Generator Bearing - Lubricate

u. Generator Set Vibration - Test/Record

v. Hoses and Clamps - Inspect/Replace

w. Insulation - Test

x. Louvers -Inspect/Adjust

y. Prelube Pump - Inspect

z. Radiator - Clean

aa. Speed Sensor - Clean/Inspect

ab. Starting Motor - Inspect

ac. Water Pump - Inspect

ad. Starting of batteries - Clean/Test

ae. Jacket heater - Inspect

iii. Maintenance Services for Fire Pump

1. Annual Inspection/Service:

a. Engine Oil and Filter – Change

b. Engine Oil Sample – Obtain

c. Coolant Sample – Obtain

d. Air Filter – Replace

e. Battery Operation – Test

f. Jacket Heater - Inspect

iv. Annual Fuel analysis:

1. Annual analysis of each fuel tank shall be performed using appropriate ASTM standards or the manufacturer’s recommendations:

a. Obtain sample

b. Provide report

SCHEDULING ARRANGEMENTS: Except by special alternative arrangement, scheduled work will be performed only during VAMC’s normal working hours (8:00 a.m. to 4:30 p.m. Monday through Friday excluding federal holidays). Contractor shall schedule all work within 1 week of contract award, approved by VA HCS COR. Vendor shall provide at least two weeks’ notice to the Contracting Officer’s Representative (COR) prior to performing the work. Work cannot be scheduled during heavy cooling load periods. Only one chiller at a time can be out of service for the inspection, testing, and calibration procedures. Work must be conducted when the COR or his/her designate is available on site to monitor the work.

STANDARD BUSINESS HOURS:

Contract performance shall occur during standard business hours unless approved and arranged through the COR. Standard business hours at this location occur between 8:00am to 4:30pm, Monday through Friday, excluding Federal holidays.

FEDERAL HOLIDAYS:

The Federal Government observes the following days as holidays.

*Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday.

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President of the United States to be a Federal holiday

CHECK IN/OUT PROCEDURES: Prior to commencement of and immediately after each service visit, the contractor and/or contractor’s authorized repair technician must check in and out with the VAMC Boiler Plant staff. Due to heightened security requirements, the contractor and/or contractor’s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving.

DOCUMENTATION: Contractor shall provide this VA HCS with individual service reports, which describes the inspection services performed on the equipment.

· Provide complete written report of the inspection fully describing all tests performed, all findings, and recommendations. The report shall contain copies of manufacturer preventive maintenance procedures used along with any logs taken.

· Furnish report within two weeks of each facility inspection by email to the COR.

· All safety-related deficiencies shall be immediately reported to the COR, during the inspection visit.

PROTECTION FROM DAMAGE: Contractor shall provide all labor, materials, and equipment necessary for protection of VA HCS personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

RESPONSE REQUESTS: Contractor shall only respond to requests for service from VA HCS CO or COR. If service is requested from any other source the Contractor is to advise the caller of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

CHECK IN/OUT PROCEDURES: Prior to commencement of, and immediately after each service visit, the Contractor or his authorized repair technician must check in and out with the VA HCS COR (during normal working hours). Contractor will be required to obtain contractor badges provided by the VA HCS.

CONTRACTOR POINT OF CONTACT (POC):

Upon contract award, the Contractor shall specify an individual who shall serve as a single point of contact (POC) for all Contract related business. Contractor must provide the local VA POC and Contracting Office with the POC contact details, to include cell phone and email, as a minimum. The POC must be easily accessible by phone.

LOCAL VA REPRESENTATIVES:

Upon contract commencement, the Contracting Officer will notify the Contractor of a local VA staff to act as a point of contact assigned to this contract. Contractor shall only respond to requests for service from the VA locally assigned POC, as written in this contract, or the CO. If service is requested from any source, other than the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. The Government reserves the right to inspect and test services in accordance with this PWS and the Contract.

AUTHORITY TO MAKE CHANGES:

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer.

SAFETY AND COMPLIANCE:

The Contractor must perform services in accordance with:

1. local, state and federal Occupational Safety and Health guidelines and legislation, which includes Occupational Safety and Health Administration (OSHA).

1. local, state, and federal guidelines and legislation, as well as VA Medical Center Directives and guidelines, relating to chemicals and usage of chemicals.

1. local, state, and federal Fire and Safety legislation and guidelines, to include VA Medical Center directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code); and

1. 29 CFR 1910.132, Personal Protective Equipment.

The contractor is also responsible for immediately notifying the local VA POC at the first instance a safety issue or risk is identified during the Service.

LIABILITY INSURANCE: Contractor must provide this VA HCS with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability. The nature and level of protection must be acceptable to this VA HCS.

CODES, STANDARDS AND EXECUTIVE ORDERS

VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

VA Directive 0055, VA Energy and Water Management Program NFPA 101 Life Safety Code NFPA National Fire Codes International Building Code (IBC) and all other International Code Series (IPC, IMC, IECC, IFGC, etc.) when applicable or referenced in VA Design documents/ guides.

Occupational, Safety and Health Administration (OSHA) Standards. National Electrical Code (NEC) Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1.

A. Americans with Disabilities Act B. IBC 2021 – International Building Code C. IEBC 2021 – International Existing Building Code D. IECC 2021 – International Energy Conservation Code E. JCAHO EC 7.40 – Emergency Electrical Power System Inspection, Maintenance, and Testing F. NFPA 70-2023 - National Electrical Code (NEC) G. NFPA 99-2021 – Standard for Healthcare Facilities H. NFPA 101-2021 – Life Safety Code I. NFPA 110-2022 – Standard for Emergency and Standby Power Systems J. NFPA 111-2022 – Standards for Stored Energy Power Systems K. VA PG-18-10 Electrical Design Manual, December 2019 L. VA Physical Security & Resiliency Design Manual 202 (1 June 2023 Revision)

Travel:

The contractor shall not charge travel costs to the Government.

IMPORTANT NOTE: This Sources Sought is for information only (to determine the socioeconomic status of interested companies). No award will be made off of this posting.

LIMITATIONS OF SUBCONTRACTING: The Limitations of Subcontracting may or may not apply to a resulting solicitation from this Market Research. Vendors are advised to familiarize themselves with Federal Acquisition Regulation parts 19.505(a)(2) and 19.505(b)(1) as it pertains to subcontracting limitations. Vendors are also advised to familiarize themselves with 13 CFR 125.6 and the penalties described in this regulation.

Please communicate via e-mail to tiffani.perkins@va.gov by COB 7/23/2024 as to your company’s interest and ability to perform service per this brief Scope of Work.

If interested, please provide the following:

1. Please state your company’s business size as related to NAICS code 811310

1. As per the Limitations of Subcontracting: (see FAR 19.505)

1. As Primary Contractor: what % of “Total Contract Value” will you retain?

1. If using a Subcontractor: what % of “Total Contract Value” will go to them?

1. Please provide SAMs Unique Entity Identifier number

1. If you have an FSS/GSA contract that includes this service

1. Provide FSS/GSA contract number if applicable

In order for you company’s information to be counted in relation to this Market Research all above questions must be answered.

SOURCES SOUGHT NOTICE 36C25924Q0586

Sources Sought Notice