S02 36C24426Q0932 ESS.pdf

PDF 658 KB Posted Sep 11, 2026

Attached to: Emergency Power Supply System (EPSS) Maintenance, Load Testing, Repair, and Compliance Services
Solicitation number: 36C24426Q0932
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 4

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Written by GovTribe AI · Sep 11, 2026

This is a federal solicitation for Emergency Power Supply System (EPSS) maintenance and testing services at the Michael J. Crescenz VA Medical Center in Philadelphia, Pennsylvania. The Department of Veterans Affairs, Network Contracting Office 4, issued this Request for Quote (RFQ) under solicitation number 36C24426Q0932 with a quote due date of September 22, 2026, by 10:00 AM EST. The solicitation is a 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) with an estimated contract value of $12.5 million and NAICS code 811310.

The contractor shall provide preventive maintenance, inspection, operational testing, load testing, troubleshooting, repair, documentation, reporting, and emergency response services for multiple generator sets, medium voltage distribution equipment, paralleling switchgear, control systems, and battery systems across multiple facility locations including the main hospital campus, Community Living Center, and dialysis clinic. Required services include two preventive maintenance visits annually (one semi-annual and one full-service annual), annual load bank testing at minimum 30% nameplate capacity, one continuous four-hour load test during the base year and every 36 months thereafter, and monthly battery inspection and testing. The contractor must employ OEM-certified technicians, have demonstrated experience with medium voltage (13.2 kV) systems in healthcare environments for the past two years, maintain all equipment per manufacturer specifications, comply with NFPA 110, OSHA, and environmental regulations, and provide emergency response within four hours. The contract includes a base year plus four one-year options, and quoters must be registered in SAM and certified as SDVOSBs in the SBA database at time of submission and award. Quotes must include pricing for five contract line items (CLINs) covering annual maintenance, semi-annual maintenance, 36-month continuous load testing, and annual battery maintenance for the base period and each option period, with an additional unpriced repairs CLIN requiring firm-fixed-price quotes prior to authorization.

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PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

642-26-3-583-0523

36C24426Q0932 09-11-2026

Loretta Payne 412-304-2961 09-22-2026

10:00 AM EDT

00244 Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15219

X 100

811310

$12.5 Million

N/A

Corporal Michael J. Crescenz Department of Veterans Affairs Medical Center 3900 Woodland Avenue Philadelphia PA 19104

00244

Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215

Austin Payment Center Department of Veterans Affairs

PO Box 149971 Austin TX 78714-9971

(877) 353-9791 (512) 460-5429

See CONTINUATION Page

Preventive maintenance, inspection, operational testing, load testing, troubleshooting, repair, documentation, reporting, and emergency response services for the Emergency Power Supply System (EPSS).

See Statement of Work for additional information.

All quote submission requirements and evaluation factors can be found below in RFO provisions 52.212-1 and 52.212-2.

Submit quote by September 22, 2026, by 10:00 A.M. (EST) to Loretta Payne - loretta.payne@va.gov.

See CONTINUATION Page

X 1

Pamela Rayburg Contracting Officer

36C24426Q0932

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...22

C.4 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.5 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

RED = GUIDANCE – REMOVE RED LANGUAGE IN RFQ ............ Error! Bookmark not defined.

E.2 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES. (OCT 2025)

E.3 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.8 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED

BY REFERENCE (JAN 2008)

E.9 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (NOV 2020)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C244 Loretta Payne loretta.payne@va.gov Department of Veterans Affairs Network Contracting Office 4 1010 Delafield Road Pittsburgh PA 15219

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Upon Completion of Each Job

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

mailto:loretta.payne@va.gov

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION

OF SERVICES QTY UNIT UNIT PRICE AMOUNT

1.00 JB __________________ __________________

Emergency Power Supply System (EPSS) Maintenance

- Annual Full Service.

Contract Period: Base POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J061 - Maintenance, Repair, and Rebuilding of Equipment - Electric Wire and Power Distribution Equipment

- Semi-Annual Service.

1.00 JB TBD TBD

Repairs - This is an unpriced CLIN. No price, ceiling, or estimated value is established at contract award. In accordance with paragraph II. General Requirements (4). of the Statement of Work, the Contractor shall provide requests outside of scheduled services, for equipment/components requiring corrective actions.

Prior to initiating any repair, the Contractor shall furnish the VA Technical Point of Contact (TPOC) and the Contracting Officer (CO) with a written firm-fixed-price (FFP) quote for the estimated cost of repairs. No repair work shall begin without Contracting Officer (CO) approval and issuance of a contract modification, in accordance with the Revolutionary FAR Overhaul (RFO) clause 43.203(a). Pricing for each individual repair requirement will be established as a firm-fixed price at the time the applicable modification is issued.

- Annual Full-Service.

- Semi-Annual Service.

Contract Period: Base POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

Contract Period: Option 1 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J061 - Maintenance, Contract Period: Option 1 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J061 - Maintenance, estimated value is established at contract award. In accordance with paragraph II. General Requirements (4). of the Statement of Work, the Contractor shall provide requests outside of scheduled services, for equipment/components requiring corrective actions.

Contract Period: Option 1 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

- Annual Full-Service.

- Semi-Annual Service.

Contract Period: Base POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J061 - Maintenance, Contract Period: Option 2 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J061 - Maintenance, Contract Period: Option 2 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J061 - Maintenance, Repairs - This is an unpriced CLIN. No price, ceiling, or estimated value is established at contract award. In accordance with paragraph II. General Requirements (4). of the Statement of Work, the Contractor shall provide requests outside of scheduled services, for equipment/components requiring corrective actions.

Contract Period: Option 2 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J061 - Maintenance,

- Annual Full-Service.

- Semi-Annual Service.

Contract Period: Option 3 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J061 - Maintenance, estimated value is established at contract award. In accordance with paragraph II. General Requirements (4). of the Statement of Work, the Contractor shall provide requests outside of scheduled services, for equipment/components requiring corrective actions.

- Annual Full-Service.

- Semi-Annual Service.

Contract Period: Option 4 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J061 - Maintenance, estimated value is established at contract award. In accordance with paragraph II. General Requirements (4). of the Statement of Work, the Contractor shall provide requests outside of scheduled services, for equipment/components requiring corrective actions.

B.3 STATEMENT OF WORK

Emergency Power Supply System (EPSS) Maintenance, Load Testing, Repair, and Compliance Services

GENERAL REQUIREMENTS

1. Scope

The Contractor shall provide testing instruments, diagnostic equipment, and incidentals necessary to perform complete preventive maintenance, inspection, operational testing, load testing, troubleshooting, repair, reporting, documentation, and emergency response services for the Emergency Power Supply System (EPSS).

The Contractor shall ensure that all services are performed in a manner that maintains the EPSS in a fully operational, code-compliant, and reliable condition at all times.

The Contractor shall perform all work in accordance with this Statement of Work (SOW) all applicable regulatory requirements, and all applicable manufacturer requirements.

The most recent regulatory requirements must be always used for this requirement.

2. System Coverage

The Contractor shall perform services on all EPSS components:

• Diesel engine-driven generator sets (CAT, Cummins, MTU, Generac)

• Medium voltage (13.2 kV) electrical distribution equipment

• Paralleling switchgear (PSG) and associated control systems

• Generator control panels and PLC-based control systems

• Emergency feeder breakers and distribution components

• Generator starting systems and associated battery systems

• Switchgear control power battery systems, adjustments to sensors, relays, heaters, wiring, and comparable small corrective items.

Automatic Transfer Switches (ATS) are not included in this contract.

3. PLACE OF PERFORMANCE

Main Campus / Main Hospital

Michael J. Crescenz VA Medical Center (VAMC) 3900 Woodland Avenue Philadelphia, PA 19104

Hours of Operation: 7:00 AM to 3:00 PM, Monday through Friday. Except Federal Holidays

Buildings Included: 1 2, 3, 5, 6, 8, 15, 16, 21, 28, 31, and 32

Description:

Provides inpatient and outpatient healthcare services for Veterans, includes the following: Emergency Department services, Operating Rooms, Intensive Care Units (ICU), step-down units, inpatient units, outpatient clinics, inpatient and outpatient Mental Health Services, food delivery and nutrition services, education and research facilities, utility buildings, and parking garages. Buildings 1 and 2 comprise the primary acute-care clinical hospital buildings.

Community Living Center

3461 Civic Center Boulevard Building 30 Philadelphia, PA 19104

Description:

Houses full-time residents in a nursing home setting and includes administrative and support functions associated with long-term care, skilled nursing, rehabilitation, and residential services. Life safety inspection, testing, and documentation for the Community Living Center (CLC) shall follow the Ascellon Life Safety Survey methodology and reporting framework.

Community-Based Care

Dialysis Community Clinic, 4129 Chestnut Street, Philadelphia, PA 19104

4. APPLICABLE STANDARDS

General

The Contractor shall comply with all applicable Federal, VA, NFPA (latest Edition), OSHA, and manufacturer requirements. Where conflicts exist, the most stringent requirement shall apply unless otherwise directed in writing by the Technical Point of Contact (TPOC).

Codes, Standards, and Requirements

NFPA 110 – Standard for Emergency and Standby Power Systems NFPA 99 – Health Care Facilities Code NFPA 70 – National Electrical Code (NEC), as applicable NFPA 70E – Standard for Electrical Safety in the Workplace OSHA 29 CFR 1910 Subpart S VHA Directive 1028 – Facility Electrical Power Systems Joint Commission EC Standards and applicable Accreditation 360 expectations Centers for Medicare & Medicaid Services (CMS) Manufacturer (OEM) operation and maintenance requirements

Accreditation Support

The Contractor shall perform all work in a manner that supports survey readiness, reliability trending, deficiency identification, and documentation needed for Environment of Care review and accreditation support. Ascellon survey and certification standards for the CLC.

5. SYSTEM DESCRIPTION

General System Configuration

The EPSS is a centralized, bus-driven emergency power system in which emergency power is established at the EPSS bus and distributed through feeder breakers. The Contractor shall perform all work with full understanding that the system operates as an integrated electrical distribution platform rather than as isolated generator units.

Emergency power is maintained at the distribution bus and supplied to downstream systems, rather than being initiated at individual transfer switch locations.

5.1 Medium Voltage Distribution

The system includes medium voltage (13.2 kV) distribution equipment, associated protective devices, and connection points used for load bank testing and operational support. The Contractor shall recognize that medium voltage work requires specialized qualifications, procedures, tools, and safety controls.

5.2 Generator and Control Systems

The EPSS includes multiple diesel generators, associated control systems, synchronization controls, and paralleling switchgear. The Contractor shall ensure all maintenance, testing, and repair activities consider generator operation, system synchronization, and bus-level performance.

5.3 Battery Systems

The EPSS includes battery systems supporting generator starting functions and switchgear or control system functions. The Contractor shall address battery system performance, charger performance, battery condition, and replacement recommendations as part of the annual maintenance program.

6. PREVENTIVE MAINTENANCE

6.1 General Requirements

The Contractor shall perform preventive maintenance in accordance with NFPA 110, OEM requirements, and industry best practices.

The Contractor shall not limit preventive maintenance activities to visual inspection only.

6.2 Preventive Maintenance Frequency

The Contractor shall perform two (2) preventive maintenance service visits per contract year:

• One (1) semi-annual preventive maintenance visit

• One (1) annual full-service preventive maintenance visit Semi-Annual Preventive Maintenance Tasks

During each semi-annual visit, the Contractor shall inspect:

• Fuel system components including pumps, filters, lines, and connections

• Cooling systems including radiators, hoses, clamps, and coolant levels

• Exhaust systems for leaks, corrosion, and integrity

• Air intake systems and filtration components

• Electrical connections for looseness, corrosion, or overheating

• Control panels and verify proper indication and alarm functionality

• Generator enclosures and housings for integrity and environmental protection

• Vibration isolators and mounting systems

• Identify and document all deficiencies

6.3 Annual Preventive Maintenance – Full-Service Requirements

The Contractor shall perform a complete full-service maintenance event during the annual visit. The Contractor shall not perform inspection-only activities during the annual maintenance visit.

6.4 Required Full-Service Tasks

The Contractor shall:

• Perform all semi-annual maintenance tasks

• Replace fuel filters, oil filters, and air filters

• Perform oil changes and fluid replacement in accordance with OEM requirements

• Inspect and service cooling systems including flushing if required

• Inspect and service fuel systems including filter replacement and water removal

• Inspect, adjust, and replace belts, hoses, and mechanical components

• Perform torque verification and tightening of electrical connections

• Perform control system calibration and functional verification

• Verify operation of protective devices and alarms

• Perform operational testing under load conditions

• Verify generator synchronization and load sharing

• Inspect and verify paralleling switchgear operation

6.5 Performance Verification

The Contractor shall verify generator voltage, frequency stability, and load acceptance capability.

Deficiency Identification

The Contractor shall identify all deficiencies, document degraded components, and provide recommendations.

7. LOAD TESTING

General Requirements

The Contractor shall provide load bank equipment, cables, connectors, adapters, meters, and accessories required to perform all load testing.

The Contractor shall not rely on facility load to meet load testing requirements.

All load testing activities shall be performed in compliance with applicable environmental regulations and facility air permits. The Contractor shall coordinate with the TPOC to ensure that generator operation during testing remains within permitted limits for non-emergency operation.

7.1 Annual Load Bank Testing

The Contractor shall perform annual load bank testing on all generators.

The Contractor shall connect load banks using approved connection points, apply load in controlled increments as required, monitor and record voltage, frequency, and load levels, and verify generator performance under load.

The Contractor shall ensure generators are loaded to a minimum of 30% of nameplate rating or as otherwise required by NFPA 110. Exhaust temperatures and system performance shall be monitored to verify proper operation under load conditions.

7.2 36-Month Continuous Load Test

The Contractor shall perform one (1) continuous four (4) hour load test during the Base Year and again thereafter as required to maintain compliance with the 36-month testing interval during the contract period.

The Contractor shall coordinate with the VA to ensure continuous loading conditions are maintained for the duration of the test and that system performance is continuously monitored and documented.

7.3 Medium Voltage Requirements

All work involving 13.2 kV systems shall be performed by qualified personnel using properly rated equipment.

The Contractor shall comply with NFPA 70E arc flash requirements, lockout/tagout requirements as applicable, and all facility coordination requirements for switching and connections.

7.4 Load Testing Reporting

The Contractor shall provide detailed load test reports including generator identification, date and duration of test, load levels achieved, voltage and frequency readings, observed deficiencies, and corrective action recommendations.

8. BATTERY SYSTEM PROGRAM

General Requirements

The VA Electrical Shop performs weekly battery inspections; however, the Contractor shall review all inspection records, validate findings, and identify discrepancies, degradation trends, and any conditions not previously identified or documented.

Monthly Battery Inspection and Functional Verification

The Contractor shall perform monthly inspection and functional verification of all EPSS battery systems in accordance with NFPA 110 (latest edition), including Section 8.3.6, and VHA Directive 1028.

8.1 Monthly activities shall include, at a minimum:

• Visual inspection of battery condition, including identification of leakage, corrosion, damage, and cleanliness

• Verification of electrolyte levels for Ni-Cd batteries and correction as required in accordance with manufacturer recommendations

• Inspection of battery terminals and connections for integrity and condition

• Verification of battery charger operation, including confirmation of normal operating status and absence of alarms

• Measurement and documentation of representative voltage (e.g., string voltage or pilot cell voltage) to confirm the battery system is maintained in a charged and ready condition

Battery performance during generator starting shall be observed during scheduled generator testing. Any abnormal cranking behavior, excessive voltage drop, or failure to start shall be documented and reported as a deficiency.

Monthly inspection and verification activities are not intended to replace detailed diagnostic testing. Full cell-by-cell testing, conductance/impedance testing, and detailed performance evaluation shall be performed under the annual battery maintenance program defined in Section 7.2 or as otherwise required based on system condition.

8.2 Annual Battery Maintenance and Testing

The Contractor shall perform annual battery testing including conductance testing, impedance testing, or equivalent performance testing as appropriate to the battery system and manufacturer recommendations.

The Contractor shall inspect battery racks, enclosures, terminals, chargers, and related components.

The Contractor shall perform battery maintenance at the cell and/or string level as applicable to the battery system configuration. This shall include individual cell or unit inspection, voltage measurements, and condition assessment for all batteries within each EPSS battery system.

Testing methodology shall be appropriate to the battery type (Ni-Cd or lead-acid) and shall be performed in accordance with IEEE, and manufacturer’s recommendations.

8.3 Charger System Verification

The Contractor shall verify charger operation and alarms.

Battery testing shall include verification of overall system voltage, individual cell or unit voltage measurements, and charger performance. The Contractor shall verify proper charger operation, including output voltage and general functionality, to ensure the battery system is maintained in a fully charged and operational condition.

8.4 Data Review and Trending

The Contractor shall review VA logs and identify trends and degradation.

The Contractor shall document all inspection and testing results and compare current data to prior inspection records where available. The Contractor shall identify degradation trends, imbalances, or abnormal conditions at the cell, string, and system level and provide clear documentation of any changes in battery performance over time.

8.5 Deficiency Identification

The Contractor shall identify failing batteries and recommend replacement.

The Contractor shall identify individual cells or battery units exhibiting signs of degradation, imbalance, corrosion, or failure and provide specific recommendations for corrective action. Recommendations shall clearly distinguish between minor corrective actions and conditions requiring battery replacement.

8.6 Battery Replacement

Battery replacement may be required when deficiencies are identified through testing or inspection. The Contractor shall submit a detailed proposal outlining scope, materials, and cost for Contracting Officer (CO) approval. No battery replacement work shall be performed without prior authorization and funding approval.

CO reserves the right to contract with another vendor for battery replacement.

9. REPAIRS

General Requirements

The Contractor shall identify all deficiencies and shall not perform repairs without authorization.

9.1 Repairs

Repairs are failures, large component replacements and repair activities requiring expanded coordination.

The Contractor shall document all repair activities and provide to TPOC and CO.

An emergency phone number must be provided to the TPOC. The Contractor shall respond within two

(2) hours of notification for all emergency call-backs and arrive onsite within four (4) hours to troubleshoot and stabilize the system.

The Contractor shall use only OEM-approved parts. Documentation shall include part replacement justification with TPOC concurrence in writing.

Any repairs that require additional funding and performed without CO approval shall not be approved for payment and considered an Unauthorized Commitment.

10. DELIVERABLES

General Requirements

All deliverables shall be electronic, complete, and accurate.

All deliverables are considered part of the contract requirements and must be submitted to the TPOC.

10.1 Preventive Maintenance Reports

Reports shall include tasks performed, readings, and deficiencies.

10.2 Load Testing Reports

Load testing reports shall include all operational data, performance results, and environmental compliance documentation, including generator run times and confirmation of operation within permitted limits.

10.3 Environmental Compliance Reporting

The Contractor shall document all generator operation associated with preventive maintenance, load testing, and any non-emergency operation to support compliance with applicable environmental regulations and facility air permits.

At a minimum, the Contractor shall provide the following information for each generator run event:

• Generator identification (building, unit number, or asset ID)

• Date and start/stop times of operation

• Total run duration (hours)

• Purpose of operation (e.g., preventive maintenance, load bank testing, troubleshooting)

• Load levels achieved during testing (if applicable)

• Confirmation that operation was conducted within permitted limits

• Identification of any abnormal conditions or deviations from expected operation

The Contractor shall certify that all generator operation was conducted in compliance with applicable EPA, State, and local environmental regulations and facility air permits.

All environmental compliance documentation shall be submitted as part of the associated preventive maintenance or load testing report package.

The Contractor shall immediately notify the TPOC and CO of any condition, deviation, or event that may result in non-compliance with environmental or air quality regulations.

Environmental compliance documentation shall be maintained and made available upon request to support regulatory review, audits, and facility reporting requirements.

10.4 Battery Reports

Battery reports shall include results and recommendations.

10.5 Deficiency Reports

A running deficiency log shall be maintained and sent to the T POC.

10.6 Report Submission Timeline

All reports shall be submitted within 5 business days via email.

The Contractor shall submit proposed maintenance worksheets and checklists to the TPOC for review and approval prior to use.

Calibration certificates shall be provided for each calibrated component.

All completed maintenance documentation shall include technician certifications and detailed service records of equipment repaired/calibrated.

11. SAFETY REQUIREMENTS

The Contractor shall comply with NFPA 70E and OSHA.

The Contractor shall submit all required safety plans to the T POC for approval prior to work, including but not limited to Lock-Out/Tag-Out (LOTO) procedures, electrical safety plans, and Safety Data Sheets (SDS) for all chemicals.

Personnel shall wear appropriate personal protective equipment (PPE) at all times and comply with infection control requirements applicable to the medical environment.

Work sites shall be maintained in a clean and orderly condition. End-of-day cleanup is mandatory.

The Contractor shall remove all waste materials from the site and provide offsite disposal.

Tools and equipment shall be secured at all times.

12. REGULATORY COMPLIANCE

The Contractor shall support compliance with all applicable Federal, State, and local regulatory requirements, including NFPA, VHA, CMS, Ascellon, Joint Commission, OSHA, EPA, and all applicable environmental regulations.

All work shall be performed such that the integrity and operational readiness of the Emergency Power Supply System (EPSS) is maintained in accordance with all applicable Federal, State, and local codes and standards.

13. ENVIRONMENTAL AND AIR QUALITY COMPLIANCE

The Contractor shall comply with all applicable environmental regulations governing the operation, maintenance, and testing of emergency generators and associated equipment.

This includes:

• United States Environmental Protection Agency (EPA) regulations

• Pennsylvania Department of Environmental Protection (PA DEP) air quality requirements

• City of Philadelphia Air Management Services (AMS) regulations, as applicable

The Contractor shall ensure that all generator operation, including preventive maintenance runs, load bank testing, and any non-emergency operation, is conducted in accordance with all applicable air permits, emissions limitations, and regulatory requirements.

The Contractor shall coordinate all generator testing activities with the TPOC to ensure compliance with permitted operating hours, duration limits, and any required notification or reporting requirements.

The Contractor shall not operate generators in a manner that would violate any applicable environmental permit or regulatory requirement.

The Contractor shall immediately notify the Contracting Officer (CO) and TPOC of any condition that may result in non-compliance with environmental or air quality regulations.

The Contractor shall document generator run times, test durations, and operating conditions and provide such documentation upon request to support regulatory compliance and reporting requirements.

14. DOCUMENTATION AND RECORDKEEPING

14.1 Records Management Language

When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within Federal information system contracts.

14.2 RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

2. The term Federal record: includes Veterans Hospital Administration (VHA) records. Does not include personal materials. Applies to records created, received, or maintained by Contractors pursuant to VHA contract may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR 2. Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

3. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C.

chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the

Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

4. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

5. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6. The Contractor shall immediately notify the Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity.

When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VHA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

7. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

8. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

9. The Contractor shall not create or maintain any records containing any non-public VHA information that are not specifically tied to or authorized by the contract.

10. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

11. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

12. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

Parking onsite is limited and shall be coordinated in advance with the TPOC.

15. COORDINATION

All contractor personnel shall first report to Security and then Facility Service (Building 5) to sign in and coordinate with the TPOC prior to performing work.

The Contractor shall coordinate all work, including site visits, and emergency responses with TPOC.

The Contractor shall receive and manage all deliveries offsite and transport materials to the job site. The VA will not accept deliveries.

APPENDICES

Appendix A – Equipment Inventory (GENERATORS)

BLDG.

UNIT

EQUIP.

TYPE

MANUFACTURE MODEL SERIAL # FUEL VOLTS Kw load

Bldg. 3 Engine Mitsubishi

0D5703 6D16- 967062

Diesel 208/120 130 BLDG.

Generator Generac 3938100100 2076789

Bldg. 6 Engine Caterpillar 3516 DD600145 Diesel 13,200 2000

Gen #1 Generator Caterpillar G3Z00382 SFJ00148

EPSS

Campus

Bldg. 6 Engine Caterpillar 3516 DD600141 Diesel 13,200 2000

Gen #2 Generator Caterpillar G3Z00380 SFJ00142

6 Engine Caterpillar 3516 DD600146 Diesel 13,200 2000

Gen #3 Generator Caterpillar G3Z00381 SFJ00147

30 Engine Cummins QST-30G-5 37240242 Diesel 480/277 800 Gen #1 Generator Cummins 800DQFAB-7701007 D090240173 CLC

PSG

30 Engine Cummins QST-30G-5 37240238 Diesel 480/277 800 Gen #2 Generator Cummins 800DQFAB-7701007 D090240172 CLC

PSG

Dialysis Engine John Deere PE4045L179318 4045HF285 Diesel 208/120 100 Off-site Generator MTU DS00100D65PAK0574

341149-1-1-

Dialysis

ATS

Appendix B – Equipment Inventory (EPSS)

BLDG.

UNIT

EQUIP.

TYPE

MANUFACTURE QUANTITY

Bldg. 2 EPSS GE 1 ea.

Bldg. 6 PSG Square D 1 ea.

Bldg. 6 EPSS GE 1 ea.

Bldg.

16 EPSS GE

1 ea.

Bldg.

30 PSG Square D

1 ea.

Appendix C – Equipment Inventory (BATTERIES)

BLDG.

UNIT

EQUIP.

TYPE

PART # QUANTITY

Bldg. 3

Generator Battery

P G4D

CCA1000

RC325

2 ea.

Lead Acid

Bldg. 6 Batteries Utility FNC 117X 92 ea. Ni Cd

Bldg. 6 Batteries PSG KPM-300 92 ea. Ni Cd

Bldg. 6 Generator 1 Battery SPH-220 20 ea. Ni Cd

Bldg. 6 Generator 2 Battery SPH-220 20 ea. Ni Cd

Bldg. 6 Generator 3 Battery SPH-220 20 ea. Ni Cd

Bldg.

Generator 1 Battery SPH - 190

20 ea. Ni Cd

Bldg.

Generator 2 Battery SPH - 190

20 ea. Ni Cd

Dialysis Generator Battery C31AXHD

1 ea.

Lead Acid

Any updated made to the Equipment Inventory will be provided via a contract modification.

14.4 Appendix D – Equipment Inventory (EPSS)

# Location Equipment Model Building # 6 EPSS 52 - GTL SQUARE D 16100 - VACUUM CIRCUIT

BREAKER

Building # 6 EPSS 52 - GTL GE Multilin -350 OVERCURRENT RELAY Building # 6 EPSS 52- GTR SQUARE D 16100 - VACUUM CIRCUIT

BREAKER

Building # 6 EPSS 52 - GTR GE Multilin -350 OVERCURRENT RELAY Building # 6 EPSS FEEDER BKR -

EF1

SQUARE D 16100 - VACUUM CIRCUIT

BREAKER