S02 36C26225Q1238 Repair of Solar Panel and PM.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Repair of Downed Solar Panel & Preventative Maintenance Base year: 09/01/2025-08/30/2026 Base plus 4

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 87108

SOLICITATION NUMBER* 36C26225Q1238

RESPONSE DATE/TIME/ZONE 08-11-2025 11:00 am MOUNTAIN TIME, DENVER, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* Z1MG

NAICS CODE* 221114

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO22

New Mexico VA Health Care System 1501 San Pedro Drive SE Albuquerque NM 87108

POINT OF CONTACT*

Contract Specialist Jordan Alonzo jordan.alonzo@va.gov (505)767-6094

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Southern Arizona VA Health Care Systems

SAVAHCS

3601 S 6th Ave, Tucson Arizona

POSTAL CODE 85723

COUNTRY United States

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-04

This solicitation is set-aside for 100% Small Business concerns IAW FAR 19.203(c).

The associated North American Industrial Classification System (NAICS) code for this procurement is 221114, with a small business size standard of 500 Employees.

The FSC/PSC is Z1MG.

The Southern Arizona VA HealthCare System (SAVAHCS), located at 3601 S 6th Ave, Tucson, AZ 85723, is seeking to purchase the repair of a downed solar panel and continuing Solar Photovoltaic System Preventive Maintenance Inspection and Repair (PMIR) services.

The purpose of this contract is to repair downed solar photovoltaic arrays as well as provide continued preventative maintenance

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item Description Quantity Unit of

Measure Unit Price Total Price

0001 Solar Photovoltaic Arrays PMIR 1 YR 0002 Repair of downed Solar

Photovoltaic Array

1 JB

1001 Solar Photovoltaic Arrays PMIR 1 YR 2001 Solar Photovoltaic Arrays PMIR 1 YR 3001 Solar Photovoltaic Arrays PMIR 1 YR 4001 Solar Photovoltaic Arrays PMIR 1 YR

1.

STATEMENT OF WORK (SOW)

1. GENERAL: This is a non-personnel services contract to provide Solar Photovoltaic Arrays Maintenance, Repair, and Cleaning. This contract includes the 12 carport arrays and the ground-mount array and tracker system. This is a full maintenance contract. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Solar Photovoltaic Arrays Maintenance and Repair as defined in this Performance Work Statement except for those items specified as government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2 Background: The Southern Arizona VA Health Care System (SAVAHCS) has thirteen solar arrays/ inverters on-site. Twelve of the Solar PV inverters are Advanced Energy Solaron® Grid- Tie inverters, and one is a Satcon PowerGate® Plus inverter. Twelve of the arrays are carport-structure arrays, and one array is a ground-mount, single-axis tracking array. The ground-mount tracking system is a RayTracker GC. The total capacity of the solar PV arrays is 4.5 MW dc (nameplate).

The ground-mount array and carport structure arrays were built by REC Solar, Inc. (now known as REC Solar Commercial Corporation):

• The PV modules have a minimum 20-year limited warranty that modules will generate no less than 80% of rated output under Standard Test Conditions (STC)

• Ground-Mount Array (came on-line in August 2010):

− The Ground-Mount array has a five-year warranty from both the manufacturer and installer, including parts and labor.

− The RayTracker has a 20-year extended warranty (a normal five-year warranty plus a purchased 15-year warranty). [NOTE: First Solar acquired RayTracker is 2011. At the time of the writing of this scope, First Solar is hoping to leave the tracker business and is hoping to negotiate with the VA regarding the 20-year warranty.]

− The Satcon Inverter has a 10-year warranty. [NOTE: CEC Greatwall acquired Satcon in 2014.]

• Carport Structures (Phase 1 came on-line gradually starting in July 2011; Phase 2 came on-line gradually starting in October 2012):

− The Carport Structures photovoltaic system has a 10-year limited warranty.

− The Advanced Energy Solaron Inverters have a 5-year warranty plus a 5-year extended warranty (10-year total). [NOTE: Bold Renewables purchased Advanced Energy Solaron inverters 2019.]

Refer to Technical Exhibit 4 for a site plan of the arrays. Refer to Technical Exhibit 5 for inverter, array, and module details.

1.3 Objectives: The objective of this contract is to maintain and document safe and efficient operation of the arrays and inverters.

1.4 Scope: The Contractor shall furnish all parts, labor, equipment, qualified personnel, qualified supervision, and transportation necessary to provide training, maintenance, repair, inspection and cleaning of the thirteen SAVAHCS Solar PV inverters and arrays.

1.5 General Information

1.5.1. Site-Specific Safety Plan: The Contractor shall develop and maintain an effective Site- Specific Safety Plan to ensure services are performed in accordance with standard electrical and PV safety practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure safe services. The Contractor’s Site-Specific Safety Plan shall include a list of the Contractor-required safety training and a written procedure for Contractor personnel to follow in the event of a medical or site emergency. The Site-Specific Safety Plan is to be delivered within 3 weeks after contract award (refer to Technical Exhibit 2).

1.5.2 Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Performance Requirements Summary (refer to Technical Exhibit 1). This summary is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3 Recognized Holidays: The Contractor is not required to perform service on federal holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.5.4 Hours of Operation:

For NORMAL SERVICES: The Contractor is responsible for conducting business, between the hours of 7:00 am and 5:00 pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. When Normal Service requires that an inverter or array be taken off-line, that service should be accomplished in a timely manner to reduce the number of hours the array is off-line during Tucson Electric Power (TEP) On-Peak hours (refer to Part 2, Definitions and Acronyms).

For other than firm fixed price contracts, the Contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

For SERVICES OUTSIDE OF NORMAL SERVICES: Hours of Operation as agreed to in writing between the Contractor and Contracting.

1.5.5 Place of Performance: The work to be performed under this contract will be performed at the Southern Arizona VA Health Care System, 3601 S. 6th Avenue, Tucson, AZ 85723.

1.5.6 Type of Contract: The government will award a full maintenance contract.

1.5.7 Security Requirements: Contractor personnel performing work under this contract 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.

1.5.7.1 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.

1.5.7.2 Key and Badge Control: Prior to commencing any work, Contractor personnel will sign-out a temporary badge and key(s) from either the M&O Supervisor, the Electric Shop, or the COR. The Contractor shall establish and implement methods of making sure all badges/keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No badges or keys issued to the Contractor by the Government shall be duplicated. Such procedures shall include turn-in of any issued badges and keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate badges/keys/key cards to the M&O Supervisor and the COR.

1.5.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying.

When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.5.7.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas. Upon authorization in writing by the COR, the Contractor may open locked areas for subcontractor personnel engaged in the performance of assigned work in those areas (e.g., inverter or meter personnel).

1.5.7.3 Lock Combinations. N/A

1.5.8 Qualifications: Contractor Project Manager/Field Supervisor shall have at least 3 years of Solar PV experience and possess an Occupational Safety and Health (OSHA) 30-Hour Training Course card. Additionally, being a North American Board of Certified Energy Practitioners (NACEP) Certified PV Installation Professional is preferred. The Lead Solar PV Technician shall have at least 2 years of electrician experience; 1 year of Solar PV experience;

and possess at least an OSHA 10-Hour Training Course card. Additionally, evidence of passing the NABCEP Entry Level Exam is preferred. Copies of the OSHA-30 and OSHA-10 training cards are to be delivered within 3 weeks after contract award (refer to Technical Exhibit 2).

1.5.9 Post Award Conference: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

1.5.10 Contracting Officer Representative (COR): The COR will be identified by separate letter.

The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.5.11 Key Personnel: The follow personnel are considered key personnel by the government:

Contract Manager, Project Manager/Field Supervisor. The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the Contracting Officer and the COR. The Contract Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The Contract Manager or alternate shall be available between 8:00 a.m. to 4:30p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.5.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

Contractor personnel shall wear (or, if wearing the badge presents a safety concern, keep the badge in their pocket or in their vehicle) their visitor’s badge prior to commencing any work at the facility (refer to Section 1.5.7.2, Key and Badge Control).

1.5.13 Smoking: Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures.

The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free:

vhasmokefree@va.gov.

This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.

1.5.14 Weapons and Contraband: Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VALLHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

1.5.14 Other Direct Costs: ODCs must be preapproved by the Contracting Officer. Examples of ODCs applicable to this PWS include inverter MOXA box replacements not covered under warranty; inverter controller board replacement not covered under warranty; tracker system controller board replacement not covered under warranty; inverter cooling fans not covered under warranty; and PV modules.

1.5.15 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.5.16 Organizational Conflict of Interest: Contractor and subContractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5.18 PHASE-IN / PHASE-OUT PERIOD: Note: The Phase-In Period does not apply to this contract. In the event that this contract proceeds to a Phase-Out Period, to minimize any mailto:vhasmokefree@va.gov decreases in productivity and to prevent possible negative impacts, the Contractor shall have personnel/services available during the 21-day phase-out period.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government.

Note: The Contracting Officer is the only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S.

Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered and may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 MAINTENANCE. Activities required or undertaken to conserve the original asset or resource (e.g., filter replacement, String Combiner Box fuse replacement, Inverter fuse replacement, bolt torqueing).

2.1.8. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.9. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 REPAIR. Activities required or undertaken to replace a broken, damaged, or failed device or equipment to return the device or equipment to an operating or usable condition (e.g., failed Inverter Cooling fan, failed MOXA box, failed fuse in Array Combiner Box).

2.1.12. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subContractor.

2.1.12. TEP ON-PEAK HOURS: Currently, the TEP On-Peak hours are as follows:

Season Calendar Time Frame Daily Time Frame Hourly Time Frame

Summer May 1 through September 30

Monday through Friday (excluding Memorial Day, Independence Day, and Labor Day)

3 pm to 7 pm

Winter October 1 through April

Monday through Friday (excluding Thanksgiving Day, Christmas Day, and New Year’s Day)

6 am to 9 am and 6 pm to 9 pm

Take note that TEP holidays do not always align with federal holidays. Hours other than those detailed above are defined as TEP Off-Peak hours. Historically, TEP has occasionally redefined the time frame of On-Peak and Off-Peak hours. In the event that such a change occurs, Contracting will inform the Contractor of the change.

2.1.13. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.14. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative CFR Code of Federal Regulations COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QC Quality Control TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will either provide personnel to open inverter enclosures; array enclosures; and combiner box enclosures which may need to be accessed in order to perform the services under this contract; or will allow the Contractor personnel to check-out a key and temporary badge (refer to Section 1.5.7.2, Key and Badge Control).

3.2 Utilities: The Government will provide access to a water source if they are required for performance of services (e.g., PV module cleaning). The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning equipment and ensuring that the inverter/array is fully on-line and properly inverting before locking up and leaving the site.

During routine servicing, if it is necessary to take an inverter or array off-line, that servicing should be accomplished in a timely manner to reduce the number of off-line hours during the TEP On-Peak timeframes. If a service will take an inverter or array offline for an extended period of time (i.e., more than 4 hours) during TEP On-Peak timeframes, the Contractor shall inform the COR. NOTE: Anytime there is a need to take an array or several arrays offline during TEP On-Peak timeframes, the VA COR shall discuss the situation/need with the VA Energy Manager.

3.3 Materials: The Government will provide signage to divert employees and visitors from the PV service areas as needed. In the event that the Government requests that PV modules be washed, discussions between the Contractor and Contracting, and the COR must take place, and the course of action agreed upon in writing at least three weeks before commencing such servicing because careful coordination with Security (regarding parking lot closures) and with the VA Industrial Hygienist regarding possible use of cleaning products is required.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials – NORMAL SERVICES

4.2.1 For Sections 5.1.1 and 5.1.2: The Contractor shall provide Inverter filters, Inverter fuses, and String Combiner Box fuses required to maintain the Solar PV arrays and inverters. If it is discovered during inspection that other parts are needed (e.g., Array Combiner Box fuse replacement, Inverter Cooling Fan replacement) the cost for materials/labor shall be submitted to Contracting for review/approval. Parts or equipment replaced or added to the PV systems must be compatible with the existing system/design.

4.2.2 For Sections 5.1.1 and 5.1.2: Once a year, up to five PV module replacements identified and occurring during a normal service will be included, three of which can be located on carport structures.

For replacements greater than five PV modules or if replacements are needed at a time other than during a normal service, the following Pricing Table is in effect:

Array Type Standard Work

Week Monday - Friday

Weekends (+15%

Holidays (+75%)

Carport-with lighting and undersheeting

$ 1,190 per module

$ 1,369 per module

$ 2,083 per module

Carport-without $ 893 per module $ 1,027 per $ 1,563 per undersheeting module module Ground Mount $ 595 per module $ 684 per module $ 1,041 per module Pricing assumes modules are provided by the VA and available at the time of replacement.

4.2.3 For Sections 5.1.3: The cost of needed parts shall be submitted to Contracting for review/approval. Parts or equipment replaced or added to the PV systems must be compatible with the existing system/design.

4.3. Materials – SERVICES OUTSIDE OF NORMAL SERVICES. Materials that are needed for SERVICES OUTSIDE OF NORMAL SERVICES shall be submitted to Contracting for approval.

Parts or equipment replaced or added to the PV systems must be compatible with the existing system/design.

4.4. Equipment. The Contractor shall provide all equipment required to maintain and repair of the Solar PV arrays, inverters, meters, etc. (e.g., common electrician equipment, man-lift, technician laptop, IR camera, water bowser, etc.). Equipment/parts replaced or added to the PV systems must be compatible with the existing system/design.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. NORMAL SERVICES: The Contractor shall provide the following services:

5.1.1 INVERTER AND INVERTER ENCLOSURE CLEANING: Every 6 months (The

Contractor may perform a percentage of these services quarterly, provided that each inverter and enclosure is cleaned at least twice a year). The Contractor may determine that it is important to replace/clean the inverter filters more frequently. If so, the Contractor shall bring this to the attention of Contracting and the COR for subsequent discussion.):

i. Inverter Fenced Enclosure Cleaning; Inverter Cabinet Dry Wipe-Down;

Inverter Filter Replacement; Inverter Cabinet interior vacuuming. Refer to Technical Exhibit 6 (Maintenance of Solaron Grid-Tied Photovoltaic Inverters); and Technical Exhibit 7 (Satcon Inverter Chapter 4 Maintenance Information).

a. Note that the filter for the Satcon Inverter is designed to allow for filter cleaning (rather than the need to replace the filter each time).

The Contractor shall inform the VA if the filter is being cleaned or being replaced.

ii. One of the Filter Replacements shall be performed prior to the hot summertime temperatures (i.e., preferably filters replaced in April or May).

iii. Contractor shall develop and submit a checklist to document the inverter cleaning and inverter enclosure cleaning. Completed and signed checklists shall be maintained for each inverter and array, and copies submitted to the Government.

5.1.2 INVERTER AND ARRAY INSPECTION/SERVICE: Annually (The Contractor may perform a percentage of these services quarterly, provided that every inverter is serviced at least once a year. The Contractor may perform the annual inspection/servicing in conjunction with one of the Inverter and Inverter Enclosure Cleanings identified in 5.1.1).

i. Inverter Inspection and Preventative Maintenance in accordance with manufacturer’s instructions and checklists. Refer to Technical Exhibit 6 (Maintenance of Solaron Grid-Tied Photovoltaic Inverters); and Technical Exhibit 7 (Satcon Inverter Chapter 4 Maintenance Information).

ii. Annual Inverter servicing shall include:

1. Inverter and Inverter Enclosure Cleaning as identified in 5.1.1 (if the Contractor wishes to perform one of the two cleanings while the annual inspection/service is performed).

2. Thermal Imaging within inverter cabinet.

3. Hot spot troubleshooting and proper torqueing as required. If a situation is encountered that cannot be readily resolved, the Contractor shall submit its findings to Contracting and the COR for subsequent discussion/decision on the path forward to resolve/repair the situation.

4. Rescanning to confirm hot spot issue has been resolved.

iii. Annual Array servicing shall include:

1. Visual inspection (e.g., inspection of PV modules for defects, heavy soiling, shattered glass, unsecure modules).

2. Module replacement as necessary.

3. Visual Inspection of string lines (as accessible) and PV module mounts (as accessible)

4. String Combiner Box fuse checks and Array Combiner Box fuse checks.

5. As accessible, visual inspection of system for corrosion, evidence of arcing, water infiltration into Array Combiner Boxes or String Combiner Boxes.

6. Thermal Imaging (String Combiner Boxes, Array Combiner Boxes, as well as any PV Modules identified as suspect.)

7. Hot spot troubleshooting and proper torqueing as required. If a situation is encountered that cannot be readily resolved, the Contractor will need to submit its findings to Contracting and the COR for subsequent discussion/decision on the path forward to resolve/repair the situation.

8. Re-scanning to confirm hot spot issue has been resolved.

iv. Documentation of the above services in a Maintenance Report with applicable System Photos.

5.2. SERVICES OUTSIDE OF NORMAL SERVICE: The Government may request that the Contractor provide any or none of the following services. If any of these services are requested, the Government and the Contractor must enter a signed Contract modification before any on-site work is started.

5.2.1 INVERTER AND/OR ARRAY AND/OR GROUND-MOUNT TRACKING SYSTEM

INVESTIGATION AND REPAIR OF EQUIPMENT AND COMPONENTS: As requested by the VA to investigate and repair and inverter, array, or tracking system that is not operational. Contractor shall speak with (or e-mail) the COR within 12 working hours of receipt of request for investigation. The Contractor shall then prepare a proposal for the work within 7 working days and submit this proposal to the COR and Contracting. After a signed modification is in-place, the Contractor shall arrive on-site within 10 working days or as agreed to by the VA and the Contractor. The Contractor shall arrive on-site with the anticipated equipment and parts needed to make the repair. If, upon physical investigation, the repair is not a simple repair and cannot be readily corrected, the Contactor will submit its findings and recommendations to Contracting and the COR for subsequent discussion/decision on the path forward to resolve/repair the situation.

5.2.2 PV MODULE WASHING: Upon request by Contracting. If this is requested, the

Contractor can anticipate that this would occur at most once a year.

o It is anticipated that the Contractor will perform module washing on Saturdays and/or Sundays between the hours of 7:00 am to 5:00 pm, or during the work week before 7:00 am or after 5:00 pm. If it is necessary to clean modules during the work week at times other than those identified above, then discussion between the Contractor, Contracting, and the Contracting Officer’s Representative (COR), must take place so that the course of action is agreed to in writing at least five weeks before commencing such cleaning.

o Array Module Cleaning in accordance with manufacturer’s instructions (see

Technical Exhibit 8). High pressure washing is not allowable.

o Use of biodegradable soap or any other cleaning products, in any manner, must be approved by the VA prior to use. It is possible that the use of cleaning products will not be allowed.

o Discussion between the Contractor, Contracting, and the COR must take place so that the course of action is agreed to in writing at least five weeks before commencing such cleaning.

o Coordination of parking lot clearance of vehicles must be coordinated through the COR at least four weeks in advance of work.

5.2.3 TECHNICAL ASSISTANCE: If requested by the VA. For instance, assistance with understanding inverter or weather station data registers and enabling communication from these registers.

5.2.4 TRAINING:

i. Each class should be comprised of a mix of classroom training and on-site training.

ii. Anticipate 4 VA personnel per training class.

iii. Suggestions for class topics include:

1. Presenting a general overview of the VA PV systems. The purpose of this class is to ensure that VA Shop personnel are generally familiar with the overall layout of the PV systems; the connections to the VA grid; the operation of the PV systems; how to shut-down and bring-up the inverters per manufacturer’s instructions; inverter filter locations and cleaning practices; and PV safety precautions.

2. Instructing VA personnel how to methodically trouble-shoot an array (e.g., importance of PV system drawings, starting at the string combiner boxes, working to the array combiner boxes, and then back to the inverter).

3. Instructing VA personnel about the Maintenance and Operations issues that have been encountered in the past 6 months, and details about how the issues were identified, investigated and resolved.

4. Instructing VA personnel about the main components of the inverters and the safety features of the inverters and array design.

5. Instructing VA personnel about the Ground Mount tracking system design, features, and troubleshooting.

5.3. CONTRACTOR INVOICES:

5.3.1 The Contractor shall submit invoices within 4 weeks of the work being completed (refer to Technical Exhibit 1 and 2).

• Invoice shall be submitted with the correct Purchase Order number (including correct fiscal year number).

• The invoice is to be submitted electronically by the Contractor using the Tungsten Network to facilitate government invoice processing.

• Additionally, an electronic copy of the invoice shall be sent to the COR.

5.4. CONTRACTOR QUARTERLY DOCUMENTATION:

5.4.1 The Contractor shall maintain a running list using an Excel spreadsheet of all services provided to the VA, or items that have been identified but have not yet been rectified. The running list shall identify the Solar PV array site serviced, the date of service (or anticipated future date of service), the dollar cost, the service issue, and the steps taken to resolve the issue.

• This Excel spreadsheet is to be submitted to the COR within one month following the close of the quarter (refer to Technical Exhibit 1 and 2).

5.4.2 Within one month following the end of the quarter, the Contractor shall submit an electronic copy of all inspection checklists accomplished during that quarter. Submit the electronic checklists to the COR (refer to Technical Exhibit 1 and 2).

5.5. CONTRACTOR ANNUAL DOCUMENTATION:

5.5.1 Within 6 weeks following the Annual Service, the Contractor shall submit an electronic copy of the Annual Service Report (refer to Technical Exhibit 1 and 2). The report shall include a summary of the findings and repairs (as applicable) for each inverter, inverter enclosure, and array, as well as the date of repair.

5.6. QUARTERLY CONFERENCE CALLS:

5.6.1 The Government COR and the Contractor will meet quarterly via teleconference to discuss issues pertaining to the contract. These meetings shall be held at no additional cost to the government.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures:

• National Electric Code

6.2. The Contractor may find this reference helpful:

• PV System Operations and Maintenance Fundamentals, Solar America

Board for Codes and Standards Report, August 2013

6.3. The VA has the following references available for Contractor use:

• Operations & Maintenance Manual: Ground-Mount Array (Phase 1)

• RayTrackerTM GC100 & GC200 Series Assembly and Installation Manual

• Operations & Maintenance Manual: Carport Structures (Phase 2 & 3)

The contract period of performance is as follows:

Base: 09/01/2025 - 08/31/2026

OY 1: 09/01/2026 - 08/31/2027

OY 2: 09/01/2027 - 08/31/2028

OY 3: 09/01/2028 - 08/31/2029

OY 4: 09/01/2029 - 08/31/2030

Place of Performance/Place of Delivery Address: Department of Veterans Affairs

Southern Arizona VA HealthCare System

(SAVAHCS)

3601 S 6th Ave, Tucson, AZ

Postal Code: 85723 Country: UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

• FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”(SEPT 2023)

• Addendum to FAR 52.212-1, “Instructions to Offerors—Commercial Products and Commercial Services”

• FAR 52.252-1, “Solicitation Provisions Incorporated by Reference” (FEB 1998)

• FAR 52.204-7, “System for Award Management” (NOV 2024)

• FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

(MAY 2024)

• FAR 52.217-5, “Evaluation of Options” (JUL 1990)

• FAR 52.229-11 “ Tax on Certain Foreign Procurements – Notice and Representation”

(JUN 2020)

• FAR 52.233-2 “Service of Protest” (SEPT 2006)

• VAAR 852.233-70 “Protest Content/ Alternative Dispute Resolution” (OCT 2018)

• VAAR 852.233-71 “Alternate Protest Procedure” (OCT 2018)

• FAR 52.212-2, “Evaluation—Commercial Products and Commercial Services” (NOV

2021)

• FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services” (MAY 2024) http://acquisition.gov/comp/far/index.html

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications– Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

• FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (NOV 2023)

• ADDENDUM to FAR 52.212-4, “Contract Terms and Conditions—Commercial

Products and Commercial Services” applies to and is included with this acquisition.

• FAR 52.252-2, “Clauses Incorporated by Reference” (FEB 1998)

• FAR 52.204-13, “System for Award Management Maintenance” (OCT 2018)

• FAR 52.217-8 “Option to Extend Services” (NOV 1999)

• FAR 52.217-9 “Option to Extend the Term of the Contract”(MAR 2000)

• FAR 52.229-3 “Federal, State, and Local Taxes” (FEB 2013)

• FAR 52.237-2 “Protection of Government Buildings, Equipment, and Vegetation”

(APR 1984)

• VAAR 852.201-70 “Contracting Officer’s Representative” (DEC2022)

• VAAR 852.203-70 “Commercial Advertising” (MAY 2018)

• VAAR 852.211-72 “Technical Industry Standards” (NOV 2018)

• VAAR 852.215-70 “ Service-Disables Veteran-Owned and Veteran-Owned Small

Business Evaluation Factors (JAN 2023)(Deviation)

• VAAR 852.215-71 “Evaluation Factor Commitments” (OCT 2019)

• VAAR 852.222-71 “Compliance with Executive Order 13899 (DEVIATION)(APR

2025)

• VAAR 852.232-72 “Electronic Submission of Payment Requests” (NOV 2018)

• VAAR 852.242-71, “Administrative Contracting Officer” (OCT 2020)

• FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or

Executive Orders” (JAN 2025)(DEVIATION)(FEB 2025)

The following subparagraphs of FAR 52.212-5 are applicable:

(b)(1)(4)(5)(9)(12)(20)(23)(26)(31)(35)(36)(38)(39)(40)(46)(51)(55)(59)(63) (c)(1)(2)(3)(7)(8)

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices

All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of Offers.

All quotes shall be sent to the Network Contracting Office (NCO) jordan.alonzo@va.gov

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by https://www.sam.gov/portal http://www.fsc.va.gov/einvoice.asp mailto:jordan.alonzo@va.gov side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

Options will be evaluated at time of award.

The following are the decision factors: Price, and past performance, with price more important.

Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of questions are due no later than 08/05/2025 11:00am MDT at jordan.alonzo@va.gov only. Subject line should read “QUESTIONS FOR RFQ 36C26225Q01238

Submission of your response shall be received not later than 08/11/2025 11:00am MDT at jordan.alonzo@va.gov only. Subject line should read “RESPONSE TO RFQ 36C26225Q1238”

Submissions shall include your quote using the attached schedule as well as a capabilities statement with qualifications proving all certifications and education required for the work being conducted in the SOW, as this is highly scientific and regulated. Submissions not meeting all requirements of the SOW will be considered ineligible for award.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Jordan Alonzo (505)767-6094 jordan.alonzo@va.gov

A.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (SEP 2023)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the solicitation. However, the small business size standard for a concern that submits an offer, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold;

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender's request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and—

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event…