36C26225Q0849.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Network Contracting Office (NCO) 22 Carl T. Hayden VA Medical Center (VAMC) 650 East Indian School Road Phoenix, AZ 85012-1839

POINT OF CONTACT*

Contracting Officer Norman Napper-Rogers Norman.Napper-Rogers@va.gov

PLACE OF PERFORMANCE

VA Loma Linda Healthcare System (VALLHCS)

Jerry L. Pettis VA Medical Center (VAMC)

11201 Benton Street

Loma Linda CA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below.

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) SAM UEI number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

1. GENERAL

1.1. Introduction: The VA Loma Linda Healthcare System (VALLHCS) located at 11201 Benson Street Loma Linda, CA 92357 requires Solar Photovoltaic (PV) Maintenance services for one base and up to four option years.

1.2. Background: The VALLHCS currently has five solar arrays and metered inverters on-site; four arrays mounted on the carports in the parking lots and one on the garage structure. The total capacity of the solar PV arrays is 1.421 MW-DC.

Table 1 – Solar PV System Information

2. OBJECTIVE

2.1. Description: The VALLHCS installed a grid-tied solar PV system that is connected to the facility’s 480V service bays with no energy storage or backup feature in November 2013. The solar modules are Samsung model LPC247M-08. The inverters are metered and monitored from the Data Acquisition System (DAS), using Athea platform. The inverter was rated at 1,420 kW-AC. The system was rated at 1,701 kW-DC STC and 1,490 kW-AC CEC. The system has downsized when the rooftop arrays were removed in September 2024. The VALLHCS had solar PV maintenance services from April 2020 to March 2025 and requires renewal of full maintenance services.

2.2. Scope of Work: The contractor shall provide all labor, materials, tools, equipment, engineering, transportation, qualified personnel, supervision and other services necessary for performing solar PV system management, maintenance, repair, cleaning, and training to the manufacturer and industrial standards. The purpose is to manage system performance for optimum solar generation.

2.2.1. System Management: The contractor shall provide system management services to include monitoring the DAS, responding to alarms, tracking work orders/services, administrating warranty/utility, and reporting performance.

2.2.2. System Production Report: The contractor shall provide, via DAS, a monthly and annual energy production reports showing the actual system performance within first two weeks of the month.

2.2.3. Preventative Maintenance: The contractor shall provide inspections, testing, cleaning, and preventative maintenance (PM) services in accordance with manufacturers recommendations.

2.2.4. Preventative Maintenance Report: The contractor shall provide a completed maintenance checklist/log, list of issues discovered, resolution, and appliable photos as appropriate within two weeks of each visit.

2.2.5. System Repair and Training: The contractor shall provide repairs and training as needed to maintain the solar PV system.

2.3. Specific Requirements:

2.3.1. Conference Meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office. The contractor shall facilitate monthly meetings on Microsoft Teams with meeting minutes to discuss reports, services, and any agenda that will optimize the performance of the solar PV system.

2.3.2. Quality Control Program: The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with the Scope of Work. The contractor implements procedures to assure their work complies with the requirements of the contract. The QCP shall be delivered within 21 days after contract award and revised annually for Contracting Officer Representative (COR) review/approval.

2.3.3. Site-Specific Safety Plan: The contractor shall develop and maintain an effective Site-Specific Safety Plan to ensure safe services are performed in accordance with standard electrical and PV safety practices. The contractor implements procedures to identify, prevent, and train contractor personnel in event of medical or site emergency. The plan shall be delivered within 21 days after contract award and revised annually for COR review/approval.

2.3.4. Applicable Publications: The contractor shall abide by all latest applicable regulations, publications, manuals, and local policies/procedures to include but not limited to OSHA, NFPA, IEEE, NEC, and VA/VHA Directives.

2.3.5. Qualifications: The contractor site manager shall have at least three years of solar PV experience, possess an OSHA 30-Hour Occupational Safety and Health Training Course card, and preferably obtain a North American Board of Certified Energy Practitioners (NABCEP) Board Certification. The contractor solar PV technician(s) shall have at least two years of electrician experience, one year of solar PV experience, possess at lease an OSHA 10-Hour Occupational Safety and Health Training Course card, and preferably obtain a NABCEP Associate Credential. The resumes and copy of the OSHA cards shall be delivered within 21 days after contract award for COR review/approval.

2.3.6. Adequate Workforce: The contractor shall maintain stability and continuity of an adequate workforce for uninterrupted performance of all services.

2.3.7. Background Check: The contractor personnel performing work must have a general employment background check at the time of the proposed submission and must maintain the level of security required for the life of the contract.

2.3.8. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

2.3.9. Access Control: The contractor shall establish and implement methods of ensuring all badges and keys issued to the contractor by the government are not lost, misplaced, duplicated and are not used by unauthorized persons.

2.3.10. Government Responsibilities:

2.3.10.1. Furnished Items and Services: The COR or facility personnel will provide site access to the solar PV system to perform the services or will allow the contractor to check-out a key and temporary badge from the Facilities Management Service.

2.3.10.2. Technical Documents: The COR will provide Operation & Maintenance (O&M) manuals, as-builds, and any technical documents on file. The contractor is responsible for the accuracy of the technical documents.

2.3.10.3. Water Source: The government will provide access to water spigot for use in module washing. The contractor is responsible for water conservation practices.

2.3.10.4. Quality Assurance: The COR will evaluate the contractor’s performance on the deliverables and services.

2.3.11. General Maintenance Services

2.3.11.1. Furnished Items and Services: The contractor shall provide compatible software/hardware parts or equipment with the existing PV system/design. The cost of labor, materials, equipment, and other services shall be submitted to the COR for review/approval prior to any work.

2.3.11.2. Site Visits: The contractor shall notify the COR at least one month of any site visits or services to discuss and coordinate the best course of action with the VA Police, Facility, Safety, and any other departments involved. The contractor shall check-in and check-out with the COR for each site visit.

2.3.11.3. System Management: The contractor shall provide system management services to include monitoring the DAS, responding to alarms, tracking work orders/services, administrating warranty/utility, and reporting performance. The contractor shall respond and notify the COR for discussion/decision on the path forward to resolve/repair the issue to the alarms from the DAS as follows in Table 2.

Table 2 – Alarm Response Level

Description

2.3.11.4. Preventative Maintenance: The contractor shall provide PM services and cleaning for PV array and inverters in accordance with SunWize O&M manual, Solaron User manual, and Satcon manual.

2.3.11.4.1. The contractor shall develop, complete, and submit a PM checklist/log sheet for record of performance.

2.3.11.4.2. The contractor shall document deficiencies with appliable photos and resolutions in a PM report within two weeks of PM performance.

Table 3 – Example of Preventative Maintenance Services

General Inspections:

· Visual inspection for signs of damage, overall wear and tear, module breakage, loose conduit, broken straps, etc.

· Sample check torque marks and tighten loose connections

Electrical Inspections and Maintenance:

· Perform manufacturer’s preventative maintenance on electrical equipment

· Check integrity of weather resistance (seals, hubs and weather stripping)

· Check electrical equipment housing for signs of corrosion

· Perform infrared scans, as needed

Inverter Inspections and Maintenance:

· Perform manufacturer’s preventative maintenance

· Check integrity of weather resistance (seals, hubs and weather stripping)

· Check inverter housing for signs of corrosion

· Clean inverter air vents and heat sinks clean filters

· Perform infrared scans, as needed

Monitoring Equipment Inspection:

· Clean and verify readings of pyranometer(s)

· Check integrity of cell temperature sensor and verify DAS readings

· Check other weather station components

· Check that the System meter is reading accurately

Array Washing:

· Includes normally expected soiling conditions. Heavy cleaning, such as excessive soiling, debris removal, bird droppings and soot, not to exceed 10% of total array.

Vegetation Control:

· Remove or mow weeds and grasses located in accessible areas under the array

Tracker Maintenance:

· Perform manufacturer’s preventative maintenance

· Check limit switches and backtrack function if applicable

· Check torque and tolerances on all dynamic components

· Grease all zerk fittings

· Inspect all rubber/plastic components, boots, and bushings

2.3.11.5. Corrective Maintenance: The contractor shall provide corrective maintenance (not listed, within the scope of the contract) to scheduled and unscheduled issues or failures as necessary in a timely manner to restore the system to the required levels of performance. The contractor shall notify the COR of the issues and provide supporting documents/services for corrective maintenance. The cost of corrective maintenance shall be preapproved by the Contracting Officer.

2.3.11.6. Technical Assistance and Training: The contractor shall provide technical assistance and training to ensure VA personnel are generally familiar with the PV systems, components, and safety. Technical assistance may be needed for specialized work, including warranty or utility applications.

2.3.12. Billing and Payment: The contractor shall email invoices to the COR for review/approval after the completion of service. Once approved, the contractor shall submit the invoice on the Tungsten Network for government invoice processing.

Table 4 – Example Line Items for Services

3. Period of Performance

3.1.1. The period of performance (POP) will be one base period and four one-year option years (OY). At the end of each POP, the government may extend the term of the contract unilaterally.

Base Period: June 1, 2025 - September 30, 2025.

OY1: 10/01/2025 – 09/30/2026.

OY2: 10/01/2026 – 09/30/2027.

OY3: 10/01/2027 – 09/30/2028.

OY4: 10/01/2028 – 09/30/2029.

Sources Sought Notice