Sources Sought Notice_36C25626Q0697.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Planned Maintenance (PM) Inspections on Backup Generators

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0697

RESPONSE DATE/TIME/ZONE 04-27-2026 10:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 8 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J035

NAICS CODE* 811310

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer Jeneice Matthews jeneice.matthews@va.gov

PLACE OF PERFORMANCE

ADDRESS Alexandria VA Medical Center

2495 Shreveport Hwy Pineville LA

POSTAL CODE 71360

COUNTRY US

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION 36C25626Q0697 Sources Sought Notice

DESCRIPTION

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A

REQUEST FOR QUOTE, PROPOSAL, OR BID

The purpose of this sources sought notice is to identify potential sources which will aid in defining the procurement strategy for example set-aside, sole source, unrestricted of a solicitation the VA intends on issuing in the near future. Please review the attached document for more details on this requirement.

See attached 36C25626Q0697 and Scope of Work

Description: The Department of Veterans Affairs (VA), Alexandria VA Medical Center (VAMC) in Pineville, LA is seeking information from potential vendors on their ability to provide planned maintenance (PM) inspections on Backup Generators at the Alexandria VAMC. The Contractor shall furnish all labor, parts/supplies, transportation/travel, trained personnel, and management for non-personal services as listed in the attachment.

THIS IS A SOURCES SOUGHT NOTICE ONLY. Small Business Concerns are encouraged to provide responses to the description/service in order to assist the Alexandria VAMC in determining potential levels of competition and general market pricing available in the industry.

Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation. THIS SOURCES SOUGHT IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE QUOTES. The VA will NOT be responsible for any costs incurred by interested parties in responding to this sources sought notice. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.

Responses are due by 10:00A.M. (Central Time), on April 27, 2026; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format or Portable Document Format (PDF) via email to jeneice.matthews@va.gov the subject line shall read: Sources Sought 36C25626Q0697 PM Inspections on Backup Generators Alexandria VAMC. NO SOLICITATION EXISTS AT THIS TIME. All interested parties shall submit clear and convincing documentation demonstrating their capability to satisfy the requirement. Capability documentation should include general information and technical background describing in detail the prospective contractor's capability and experience that will demonstrate the ability to support the requirement. Information provided will be used solely by Alexandria VAMC as “Market Research” and will not be released outside of the Alexandria VAMC Purchasing and Contracting Team.

36C25626Q0697 Planned Maintenance (PM) Inspections on Backup Generators 1

In response to this announcement, please provide the information requested below in this market research table questionnaire. If this information is not provided, then it will be assumed the entire requirement cannot be met:

NAICS Code:

Company Name:

Address:

UEI (Unique Entity ID) Number:

Contact Name:

Phone No.:

Email:

Business Size Information - Select all that applies:

� Small Business � Emerging Small Business � Small Disadvantaged Business � Certified under Section 8(a) of the Small Business Act � HUBZone � Woman Owned � Certified Service-Disabled Veteran Owned Small � Veteran Owned Small Business � Large Business

FSS/GSA Contract Holder: Yes No

FSS/GSA Contract Number: ____________________________

Effective Date/ Expiration Date: _____________________________

Proposed solution is listed and available on the above FSS/GSA Contract #: _____________________

Yes No

Available pricing structure of proposed solution (select all that are applicable below, or remove to fit your requirement):

Pricing Model

Please Indicate Availability Below: (Yes / No / NA)

All on FSS Open Market only

Mix of FSS & Open Market

Firm-Fixed Price

Federal Acquisition Regulation (FAR) Market Rearch Questions:

36C25626Q0697 Planned Maintenance (PM) Inspections on Backup Generators 2

Buy American Act RFO 52.225-1 and RFO 52.225-2 Buy American Certificate – What percentage of the proposed product (including leases and rentals) is a:

1. Domestic end product? _____________ (%)

2. Foreign end product? _______________ (%) Country of Origin:

Questions for Small Businesses ONLY:

Limitations on Subcontracting RFO 52.219-14

1. What percentage of the work would be subcontracted to another company? ________

2. What is the business size of the subcontractor?______

Per RFO 52.219-14 the following conditions must be met:

Services (except construction), it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract;

Supplies (other than procurement from a nonmanufacturer of such supplies), it will not pay more than 50 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 50 percent subcontract amount that cannot be exceeded. When a contract includes both supplies and services, the 50 percent limitation shall apply only to the supply portion of the contract;

3. If subcontracting, what added value do you offer (RFO 52.215-23):

4. Nonmanufacturer Rule (RFO 52.219-33):

a. Does your company manufacturer these proposed items? [ ] yes [ ] no

b. Does your company exceed 500 employees? [ ] yes [ ] no If yes, list # of employees: _________

c. Does your company primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied? [ ] yes [ ] no

d. Does your company take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice? [ ] yes [ ] no

e. Does your company supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to paragraph (b)(5) CFR

121.406. [ ] yes [ ] no If yes, what is the manufacturer’s name? ________________

Response Instructions:

1) Do not provide more than 8 pages, including cover letter page.

2) Submit your response via email to jeneice.matthews@va.gov

3) Submit your response NLT 10:00am (CST) on Wednesday, April 27, 2026;

4) Mark your response as “Proprietary Information” if the information is considered business sensitive.

5) VA has identified the appropriate North American Industry Classification System (NAICS) Code as 811310 –

Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance with a Small Business size standard of $12,500,000. Please identify and explain any NAICS codes your company believes would better represent the predominant work included in the attached Statement of Work (draft).

Scope of Work

VA Station Back-up Generator Maintenance

1. Introduction: The Alexandria Veterans Healthcare System (AVAHCS), located at 2495 Shreveport HWY, Pineville, LA 71423, has a requirement for maintenance on their backup generators listed in table 1 below. Subject work is to be accomplished for and at the AVAHCS facility in Pineville, Louisiana.

2. Background: A combination of pad mounted, and trailer mounted Generators are the primary emergency generators for the AVAHCS and Community Based Outpatient Clinics support capability. The generators to be serviced are diesel fueled.

3. Equipment: The scope of this service contract shall apply only to the equipment listed in table 1 below.

Equipment Type Model

Number Manufacturer Serial

Number Location Rating Generator 38 * SD300 Generac 3004986868 Bldg. 38 300 kW/120/208 Generator 39 * SD200 Generac 3004926898 Bldg. 39 200 kW/120/208 Generator 82 * SD100 Generac 3005055736 Bldg. 82 100 kW/120/208

Generator 40 *

DQFAD-

A031A035 Cummins H100145756 Bldg. 40 1000 kW/120/208

Generator 109 *

DGDB-

5003623 Cummins J010300967

Trailer Mounted 100 kW/480 V

Generator PG-1*‡ TMC125 Perkins 23516 Trailer Mounted 125 kW/ 480/208/240 V

Generator PG-2 *‡

DCA-

45SSIU4F Whisper Watt 7250817

Trailer Mounted 36 kW/240/480 V

Generator PG-3 *‡

DCA-

45SSIU4F Whisper Watt 7251323

Trailer Mounted 36 kW/240/480 V

Generator (Boiler Plant) *‡ T360C

Terex / Cummins

36008- 000144

Trailer Mounted 300 kW/480 V

(Table-1)

4. Performance Requirements

DRAFT

A. The Contractor shall furnish all necessary labor, material, parts, components, tools, supplies, test equipment, diagnostics, manuals, schematic drawings, facilities, freight, temporary or standby equipment, vehicle usage, travel, mileage and other necessary items to perform maintenance services to keep the equipment cited within this statement of work in good operating condition. The contractor shall have the ability to remotely start/stop the backup generators located in building’s 38, 39, 40, 82, 109. The facility owned deployable generator sets shall be manual started at the control switch.

B. It is expected that maintenance items identified during inspections will be reported after completion of inspection and servicing.

5. Scope of Work

A. The Contractor shall provide planned maintenance (PM) inspections on the generators at annual intervals (annually), beginning in January 2026, the Annual PM and servicing shall be performed by September 30th of each calendar year the agreement is in effect.

The planned maintenance schedule will be reviewed and approved by the Contracting Officer Representative (COR) before beginning such program. Such planned maintenance shall consist of the following.

1) Annual Components PM Inspection

a) Test all alarms & emergency shutdowns where available via discrete switches, oil pressure, temperature, etc. or controller menu if available.

b) Verify alarms & audible at remote annunciator panel where installed.

c) Verify proper operation of day tank.

1. Fuel Level.

2. Float Switch.

3. Solenoid Valves.

4. Strainers.

5. Flexible hose & fittings.

6. Rigid piping.

7. Tank Vent.

8. Water in fuel.

d) Check crankcase.

e) Check water pump weep hole for leaks.

f) Check oil, coolant & fuel levels for leaks.

g) Check condition of all flexible oil, fuel, and coolant hoses.

h) Check radiator core, fan belts, and radiator cap; grease fan bearings as required.

i) Confirm operation of remote radiator fan.

j) Check coolant heater for proper operation, temperature setting and wire condition.

k) Check hours on oil & fuel filters. Change oil, oil filters, and/or fuel filters based on hours.

l) Check engine air filters and change as needed.

m)Check engine wiring & repair any bad connections due to vibration or chafing.

n) Batteries/Battery Charger

1. Confirm proper operation of battery charger for engine starting batteries.

2. Record float voltage & current.

3. Record equalized voltage & current.

4. Check engine cranking batteries.

5. Record specific gravity of each cell.

6. On NiCad batteries record voltage of each cell.

7. Load test batteries.

8. Terminal condition – clean any corrosion from terminal.

9. Check condition of battery rack/tray.

10. Monitor battery life & recommend replacement every 30 to 36 months per NFPA-110.

11. On dual starter engines, confirm operation of each starter individually.

o) Governor

1. Check & lubricate governor actuator linkage as required.

2. Check wiring to actuator.

3. Confirm proper operation of governor controls.

p) Confirm proper operation of fuel pump or injector pump.

q) Remove generator connection box covers & check condition.

1. Rotating rectifier assembly for loose wiring or signs of bad rectifiers.

2. Main conductor for chafing or loose connections.

3. Voltage regulator connections.

4. Visual inspection of rotor and stator windings.

r) Confirm proper operation of engine start/stop controls.

s) Verify proper operation of radiator exhaust louvers.

t) Verify proper operation of intake air louvers.

u) Check exhaust systems.

1. Condition of insulation.

2. Supports & spring isolation.

3. For leaks.

4. Condition of rain cap or bird screen.

5. Condition of flexible exhaust components.

v) Check condition of main generator set spring isolators.

w) Confirm during annual service that the building load test meets 30% of generator rating.

2) Annual Generator Controls PM Inspection

a) Check control wiring for loose connections & chafing; correct as required

b) Check all lamps and change as required.

c) Confirm operation of engine gauges & generator meters, selector switches and change as required.

3) Annual Generator Engines PM Inspection Scope of Work

a) Annual services and inspections shall include the following in addition to those tasks listed in section

1. This contract requires annual remote starting of the five (5) main backup generators and all trailer mounted generators listed above in this SOW, in addition to the following work described below.

b) Change engine lubricating oil and oil filters.

c) Change engine oil every year at annual servicing.

d) Service the crankcase breather.

e) Inspect air filters. Change if needed.

f) Inspect air intake for system leaks.

g) Replace fuel filters.

h) Replace filter element in pre-filter.

i) Inspect for water intrusion in generator enclosure.

4)Reporting Requirements

a) Annual Servicing of all items

1. Provide signed written reports / certifications for all completed work.

2. Provide any action items taken and any items requiring corrective actions not considered part of this contract to be discussed with COR designee at the time of the inspections.

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