Sources Sought Notice-Electrical PM Services.pdf

WASHINGTON HEADQUARTERS SERVICES

ACQUISITION DIRECTORATE

SOURCES SOUGHT NOTICE

Document Type: Sources Sought Notice (SSN)

Title: Electrical Preventive Maintenance Services

Sources Sought Post Date: 11/19/2021

Sources Sought Response Date: 12/19/2021

NAICS Code: 238210 – Electrical Contractors and Other Wiring Installation Contractors

Product Service Code: J059 – Maint/Repair/Rebuild of Equipment- Electrical and Electronic Components

1.0 SCOPE / OBJECTIVE

The Government requires electrical preventive and corrective maintenance services for the Pentagon Reservation of the Washington Headquarters Services (WHS) facility located in Alexandria, VA. The Pentagon Reservation is comprised of the Pentagon Building, Heating & Refrigeration Plant, Modular Office Complex, and the Incinerator Building. The contractor is to provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Electrical Preventive Maintenance Services as required by the Pentagon Reservation except for those items specified as government furnished property (GFP) and services.

The Contractor shall develop and implement a preventive and corrective maintenance program which addresses preventive maintenance, minor repairs, major repairs and emergency call response for buildings and equipment on the Pentagon Reservation that results in extending the useful life of the equipment, minimizing down time, and assuring that operating equipment and systems are performing at peak efficiency based on the manufacturer’s specifications for each of the equipment.

2.0 SOURCES SOUGHT

To facilitate market research, the Government is looking to identify qualified sources under the North American Industry Classification System (NAICS) 238210, titled “Electrical Contractors and Other Wiring Installation Contractors.”

Responses will only be accepted from any qualified business with an active and/or current Facility Clearance.

This Sources Sought Notice (SSN) is for information and planning purposes only and shall NOT be construed as a solicitation or as an obligation on the part of the Government. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any concern responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the concern’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received, or provide feedback to respondents with respect to any information submitted.

Responses from “all” business concerns are requested: Other than Small Businesses, Small Businesses, 8(a) Small Businesses, HUBZone Small Businesses, Service-Disabled Veteran-Owned Small Businesses, Woman-Owned Small Businesses, and Economically Disadvantaged Women-owned Small Businesses are encouraged to respond. If at least two qualified small businesses are identified during this market research stage, any competitive procurement that may result may be conducted as a small business set-aside. Small businesses are defined under the associated NAICS code is 238210, Electrical Contractors and Other Wiring Installation Contractors (Small Business Size Standard: $16.5M).

CONFIDENTIALITY: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

3.0 SERVICE REQUIREMENT CRITICAL TASK AREAS

Security Clearances: Must have a current and active DoD Industrial Facility Security Clearance at the SECRET level or above at proposal submission.

To be eligible for contract award, Offerors must certify that the offeror possesses on the proposal due date a current/active DoD Industrial Facility Security Clearance at the SECRET level or above. There will be no exceptions or extensions to this requirement. All companies aligning as a Joint Venture (JV) candidate must have an active secret clearance individually by proposal due date. This security clearance is a PASS/FAIL requirement to be verified by the Government no later than proposal due date. Washington Headquarters Services/Acquisition Directorate will NOT sponsor potential offerors for the facility clearance requirement. Any Offeror who cannot be verified as having an active/current DoD Industrial Facility Security Clearance, at the SECRET level, at proposal due date, shall be deemed ineligible for award and their proposal will not be further considered by the Government. This is a pass/fail factor.

Key Personnel: On-Site Program Management – The contractor is required to provide an On-Site Program Manager who has the overall responsibility for the management and administration of all maintenance, emergency maintenance, service calls and other related activities required by the PWS, lead the on-site technical team; and serve as technical point of contact for the performance of this contract. The On-Site Program Manager shall be available 24 hours a day/7 days a week/365 days a year. Additionally, they shall be onsite 7:00am to 3:30pm Monday - Friday and be present on the premises during all emergencies (within one hour of notification) and attend monthly meetings.

The Project Manager shall possess a Bachelor’s degree in Electrical Engineering with a minimum of 7 years direct experience in substation level electrical distribution systems maintenance and have current Virginia Professional Engineer’s license, or a Master Licensed Electrician with a minimum of 10 years direct experience in substation level electrical distribution systems maintenance and 7 years experience in working with system voltages up to 69 kV. Additionally, the project manager shall have a minimum of five years of experience in managing contracts of similar nature and magnitude.

Key Personnel: Lead Electrician – The contractor is required to provide a Lead Licensed Electrician with minimum of 10 years of direct experience in substation level electrical distribution systems maintenance to serve as a team lead and be present on site during all maintenance activities. The contractor shall ensure personnel are trained to utilize the Pentagon Building Management Office’s (PBMO) latest version of the MAXIMO system on their staff for managing data, completing work orders and assure data integrity of the electrical distribution system assets.

Key Personnel: Journeyman Electrician(s) – The contractor is required to provide Journeyman Licensed Electrician with minimum of five years of direct experience in substation level electrical distribution systems maintenance. The contractor shall ensure personnel are trained to utilize the PBMO’s latest version of the MAXIMO system on their staff for managing data, completing work orders and assure data integrity of the electrical distribution system assets.

Key Personnel: Electrical Database Operator – The contractor is required to provide a qualified Electrical Transient Analyzer Program (ETAP) trained personnel. Database operator shall possess, at a minimum, a Bachelor’s degree in Electrical Engineering with a minimum of seven years direct documented experience with electrical studies (short circuit, coordination, Arc Flash hazard analysis, etc.) and two years direct documented experience with operation of ETAP which is the program used on Pentagon. The individual(s) directly working on updating and managing the electrical database must be able to obtain and maintain minimum of Secret security clearance level.

Special Requirements: Contractor personnel that support the Pentagon Reservation may be required to include after-hours support and weekends when mission requirements dictate.

4.0 SPECIFIC TASKS

Contractor shall provide services for electrical preventive maintenance, corrective maintenance, repairs, and testing of electrical distribution equipment.

4.1 Preventive Maintenance (PM): The contractor shall provide preventive maintenance services and furnish all parts, labor, materials, and supervision necessary to perform electrical preventive maintenance services. Contractor shall replace all switchgear control power UPS systems; provide qualified personnel to switch large UPS systems (150- 500KVA) to support the electrical maintenance activities during the normal business hours as well as any after- hours/weekend activities; maintain all switchgear control power batteries and associated systems; and provide up to 3 medium voltage (up to 69KV) qualified electricians for annual Integrated Systems Test, which normally is scheduled on a weekend.

4.2 Grounding System Testing: The contractor shall furnish all parts, labor, materials, and supervision necessary to perform annual inspection and testing of the overall grounding and bonding system(s) on the Pentagon Reservation including but not limited to the Electrical Grounding System, Lightning Grounding System, Telecommunications Grounding System, and Cable Grounding systems.

4.3 Electrical Database Maintenance: The contractor shall provide all parts, labor, materials, and on-site personnel to maintain and update existing database(s) of electrical distribution system to ensure short circuit calculations, coordination studies, and arc-flash hazard analyses are updated with any field changes. The contractor is responsible for completing the database updates within 14 calendar days of notification or submission.

4.4 Contingency Support: Upon notification from the government, the contractor shall provide 25MW on-site diesel power production capabilities within 96 hours. Portion (~50%) of these requirement will utilize 13.8kV while rest will utilize 4.16kV.

4.5 Corrective Maintenance: The contractor shall provide the corrective maintenance services: replacements of components which have failed or broken down and were discovered during the performance of the PM program.

Corrective maintenance is repair work required to return a system or component to proper operating condition.

Corrective maintenance procedures shall comply with guidance provided in the SOMMS and the manufacturer’s recommendations, which should be used as a basis for troubleshooting and repair. This task includes corrective emergency/urgent service calls. Scheduled system outage notifications, major repairs,

4.6 Preventive Maintenance (PM) Program: The contractor shall maintain electrical systems in continuously operating, properly functioning, and safe conditions. Perform preventive maintenance to enable the anticipation for repair/replacement of the entire systems or individual equipment prior to systems or equipment failure. The PM Program shall include: the schedule, maintenance procedures, monthly reports, quality control plan, operational contingency plan, and staffing plan.

5.0 CAPABILITY STATEMENTS

All interested firms having the experience, skills and capabilities necessary to perform the stated requirements are requested to provide capability statements not to exceed 5 pages in “Times New Roman” 12-pitch font on 8.5 x 11 paper that include the following information:

1) Company name, address, point of contact name, telephone, and email address,

2) Acknowledgement of an active or current DoD Industrial Facility Security Clearance,

3) CAGE Code and DUNS Number,

4) Business size status (business size/socio-economic category must be submitted to be used),

5) Identify pre-existing contract vehicles and contract numbers your company has been awarded under NAICS 238210, titled “Electrical Contractors and Other Wiring Installation Contractors,”

6) Documentation that addresses each of the five Tasks Areas detailed above.

7) In each task area, indicate any subcontracting opportunities, as applicable.

8) Identify in each task area listed above the percentage for subcontracting opportunities.

6.0 SUBMISSION INSTRUCTIONS

All responses to this Sources Sought Notice must be submitted electronically to Allison Polizzi, Contract Specialist, at allison.j.polizzi.civ@mail.mil and Stephenie Charlot, Contracting Officer, at stephenie.w.charlot.civ@mail.mil.

The subject of the email must be titled “Sources Sought: Electrical Preventive Maintenance Services.

To facilitate a timely and comprehensive review of all submitted responses, firms must respond using the format requested in this Notice. Any deviation from this format may lead to the rejection of the response.

RESPONSE DUE DATE AND TIME

Responses to this sources sought notice are due no later than 12:00 PM Eastern Time on Sunday, December 19, 2021. Responses received after this date and time may not be considered.