36C26026Q0206.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Annual Generator Maintenance Services at Seattle and American Lake VA Medical Center

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 98661

SOLICITATION NUMBER* 36C26026Q0206

RESPONSE DATE/TIME/ZONE 01-02-2026 3pm PACIFIC TIME, LOS ANGELES, USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* J030

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

Adam Hill adam.hill3@va.gov

PLACE OF PERFORMANCE

ADDRESS Seattle VA Medical Center 1660 S. Columbian Way Seattle, WA 98108

American Lake VA Medical Center 9600 Veterans Drive SW Tacoma WA 98493

DESCRIPTION

THIS IS A SOURCES SOUGHT FOR INFORMATION ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this sources sought to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following services:

Proposed NAICS Code 811310. Any questions or concerns may be directed to Adam Hill via e-mail at adam.hill3@va.gov.

RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION AND RESPONSES TO

THE FOLLOWING QUESTIONS:

1.) Company name, address, and business size; point of contact name, phone number, and e-mail address.

2.) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program and the anticipated North American Industry Classification System (NAICS) code.

[ ] yes [ ] no Small Business (SB)

[ ] yes [ ] no HUBZone

[ ] yes [ ] no Small Business 8(a)

[ ] yes [ ] no Small Disadvantaged Business (SDB)

[ ] yes [ ] no Women-Owned (WO) Small Business

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)

[ ] yes [ ] no Veteran Owned Small Business (VOSB)

[ ] yes [ ] no Other (please specify)

3.) Can you provide firm-fixed-pricing for the scope of services and supplies outlined in the Draft SOW below and for a period of five years?

4.) Does your firm have staff with industry relevant industry certificates and and/or licenses? If yes, please list what certifications and licenses your firm and staff currently holds.

5.) Does your firm have any existing contracts with the federal government or specific government agencies? (GSA, FSS, ect). If yes, please list the contract number(s) and agency contracts.

mailto:adam.hill3@va.gov

6.) Based on the Draft Statement of Work (SOW) and scope of services stated below, what additional information would you need to accurately estimate the effort for this requirement?

7.) Please provide a capability statement (not to exceed 5 pages) detailing any current or historical projects for similar requirements.

DRAFT STATEMENT OF WORK (SOW)

Contract Title.

Base + 4 Generator Maintenance VA Seattle and VA American Lake

Background.

VA Seattle and VA American Lake campuses annual service, inspection, and performance verification for the following.

VA Seattle and American lake are required to have annual Generator performance verification and service per Joint Commission standard EC 02.05.07, NFPA110, VHA, Environment of Care Program policy EC- 67, and VHA directive 1028.

Scope.

VA Seattle and VA American Lake campuses annual service, inspection, and performance verification for the following Generators:

Seattle:

Caterpillar - MODEL# 3516C – SERIAL NUMBER LYM00157 Caterpillar - MODEL# 3516C – SERIAL NUMBER LYM00232 Caterpillar - MODEL# 3516C – SERIAL NUMBER LYM00159 Caterpillar - MODEL# 3516C - SERIAL NUMBER: SEK00198 Caterpillar - MODEL# 3516C - SERIAL NUMBER: SBK01370

CUMMINS - MODEL# QSX15-G9 - SERIAL NUMBER# 79142217

American Lake:

Caterpillar – MODEL# - 3412 - SERIAL NUMBER - 2WJ01053 Caterpillar – MODEL# - 3412 - SERIAL NUMBER 1EZ02799 Caterpillar – MODEL# - 3516 - SERIAL NUMBER GZS00477 Cummins - QSX15 32066163 - SERIAL NUMBER - 32066163

Specific Tasks.

The contractor shall perform the following tasks at VA Seattle and VA American Lake campuses.

• Oil change with manufacturers recommended oil, use manufacturers recommended oil filter.

Draw a sample from each unit and submit to Caterpillar for oil analysis.

• Fuel filter change with manufacturers recommended fuel filter. Draw a sample from each unit and submit for testing. Tests to include Distillation (ASTM D86-08a), Flash Point (ASTM D93-10), Water by Karl Fischer (ASTM D6304-07), Appearance (ASTM D4176-97) sulfur (ASTM D5453-09), and Microbial growth.

• Inspect coolant levels. Top off, if necessary, with manufacturers recommended coolant, draw a sample from each generator and submit it to Caterpillar for testing.

• Replace radiator coolant and flush system: Every 2 years or 6,000 hours whichever comes first.

(1st, and 4th year)

• Include all necessary engine and generator maintenance inspections per the manufacture recommendation for the model and serial numbers serviced.

• Cooling system – check coolant hoses, upgrade all rubber hoses to silicone hoses, connections (jacket water), hoses and connections (after cooler), water pump, fan belts (check tension), fan drive pulleys, radiator or heat exchanger, air louvers, and coolant heater.

• Fuel system – check fuel pressure, all fuel lines, primary fuel filters, fuel condition, final fuel filters, governor and controls, and day tank fuel.

• Air induction System – check air filters, filter housing, service indicator, inlet piping, turbo chargers, manifold pressure, and intake air temperatures.

• Exhaust – check exhaust manifolds, exhaust piping, silencer, supports for exhaust, rain cap/bird screen, and HP load analysis.

• Lube Oil system – check oil level, oil pressure, crankcase breather, filter, abnormal conditions (leaks of lines, seals, gaskets), and pre-lube pump.

• Starting system – check batteries, alternator, remote charger, starter, starting aids (glow plugs, check for correct amp drain, electrical connections)

• Engine Safety controls – check for loose connections, frayed or broken wiring, broken or damaged piping and hoses. Jump contacts to simulate safety condition for the following circuits: High coolant, Low water level, and Low oil pressure. Check local/remote panel and annunciators for proper identification of simulated safety condition, verify engine shut down.

• Generator – check slip rings and brushes, exciter/voltage regulator, generator temperature, general condition (proper installation of guards, frayed wires, loose wires, damaged wire insulation, loose connections), proper strip heater operation.

• Parallel operation (if applicable) – operational inspection of voltage frequency, speed voltage droop, recirculation currents.

• Control Panel – check the manual start and automatic start functions. Indicator bulbs check that all indicator bulbs are working. All fault lights and sync-scope for proper operation, inspect all relays for discoloration (operational inspection of relay controls in the OFF, AUTO, and MANUAL mode. Timers (check/adjust settings on over crank termination relays. Check/adjust settings on cool down timers. Check voltage, load amps, and frequency.

• Perform all manufacturers recommended safety checks for the model and serial number serviced.

• Battery load test.

• Provide annual 4-hour load bank testing including all set up, tie in, and disconnect for generators that are not tested monthly at 30% capacity and above:

American Lake:

Cummins - MODEL# QSX15 – SERIAL NUMBER 32066163

Seattle:

Cummins - MODEL# QSX15-G9 - SERIAL NUMBER 79142217

• Provide Tri-annual 4-hour load bank testing including all set up, tie in, and disconnect for generators: (1st and 4th year of contract)

Seattle:

Caterpillar - MODEL# 3516C – SERIAL NUMBER LYM00157 Caterpillar - MODEL# 3516C – SERIAL NUMBER LYM00232 Caterpillar - MODEL# 3516C – SERIAL NUMBER LYM00159 Caterpillar - MODEL# 3516C - SERIAL NUMBER SEK00198 Caterpillar - MODEL# 3516C - SERIAL NUMBER SBK01370

American Lake:

Caterpillar – MODEL# - 3412 - SERIAL NUMBER 2WJ01053 Caterpillar – MODEL# - 3412 - SERIAL NUMBER 1EZ02799 Caterpillar – MODEL# - 3516 - SERIAL NUMBER GZS00477

• Recycle oil and oil filters and include bill of lading in the test reports.

Other:

- Work shall be performed during regular business hours.

- All services must be performed efficiently with minimal disruption to hospital operations.

Period of performance:

- Base Year: Date of award + 12 months.

- Option Years (1 – 4): Each option year will extend the contract by 12 months upon exercise by the VA.

Deliverables:

- Servicing, performance verification, visual inspections of all VA Seattle and VA American Lake Generator systems.

- Fuel sampling and testing, oil sampling and testing, all VA Seattle and VA American Lake Generator systems.

- Replace radiator coolant if needed and flush system: Every 3 years or 6,000 hours whichever comes first (1st, and 4th year.)

- Upgrade all rubber hoses to silicone hoses.

- Provide annual 4-hour load bank testing for generators that are not tested monthly at 30% capacity and above.

- Provide Tri-annual 4-hour load bank testing for generators: (1st and 4th year of contract)

- Contractor will supply a list of recommended repairs needed, and a quote for repairs.

Performance Monitoring:

- Electronic PDF copy is supplied to COR within 10 business days.

- All work must comply with Joint Commission standard EC 02.05.07, NFPA110, VHA, Environment of Care Program policy EC-67, and VHA directive 1028.

Inspection and Acceptance Criteria

- All completed work shall be inspected by the contract COR or another designated VA Puget Sound Healthcare FMS official.

Risk Control

- All work must comply with Joint Commission standard EC 02.05.07, NFPA110, VHA, Environment of Care Program policy EC-67, and VHA directive 1028.

Place of Performance

- VAMC Seattle 1660 S. Columbian Way Seattle, WA 98108

- VAMC American Lake 9600 Veterans Drive SW, Tacoma WA 98493

Risk Control