Special Notice for Power Switchgear- NOI.pdf

Special Notification

Intent to Sole Source-Brand Name Only-Inclusion of the “brand name or equal” descriptions identified in the design for an upcoming solicitation W912PL23B0009, to reconfigure the existing standby power switchgear. The portion of the acquisition which includes “brand name or equal” components is the standby power switchgear plans and specifications that calls for the reconfiguration of the existing Caterpillar-Quinn (CAT) equipment to be replaced with CAT equipment and controls. The standardization of the power system requires the reconfiguration of the existing emergency switchgear using equipment manufactured and maintained by CAT. This is NOT a request for proposal.

Description

In support of the VA Long Beach Medical Center Standby Power Switchgear Reconfiguration, the scope of the project is to reconfigure the existing emergency switchgear to a combined emergency and standby switchgear lineup. The system will provide emergency power to the

Mental Health Inpatient/Outpatient (MHIP/OP) facilities and the Community Living Center

(CLC) as well as standby for the entire facility.

The intent of this announcement is to specify a particular brand-name of equipment in the design.

The VA Long Beach Medical Center’s (MC) power system, including emergency backup, is currently in progress of being equipped with proprietary software and equipment by Caterpillar-

Quinn as part of the MC’s effort to standardize the overall power system of the facility. The scope of this project is to convert the facility to an emergency/stand-by generator system. An emergency/stand-by generator system, often referred to as a backup generator system, is designed to provide electrical power in the event of a power outage or emergency. It consists of a generator, transfer switches, and associated equipment to ensure uninterrupted power supply to critical systems or facilities.

The intent is to cover only the portion of the acquisition which is the brand name or peculiar to one manufacturer. Use of such descriptions in the design is essential to the Government’s requirements, thereby precluding consideration of a product manufactured by another company.

Quinn Power Systems is the designated factory authorized dealer in Central & Southern

California of Caterpillar Switchgear.

The following are what are involved in the reconfiguration:

1. Changing the arrangement of the switchgear components involves rearranging the position or layout of switches, circuit breakers, or other devices within the switchgear enclosure.

2. Modifying electrical connections within the switchgear to suit the new configuration.

3. Upgrading or replacing components of existing components within the switchgear.

4. Modifying the switchgear settings to meet specific requirements and optimize the system's performance.

The power switchgear system is currently comprised of highly specialized CAT parts and the continued use and replacement of CAT parts is essential to the VA’s requirements as a result of the following:

a) SYSTEM COMPATIBILITY

A non-integrated power switchgear system comprised of incompatible parts will result in unacceptable delays in fulfilling the VA’s requirements, further explained below:

The existing equipment (Fig A) to be reconfigured under the scope of this acquisition requires the replacement of CAT parts as necessary for reconfiguring existing CAT switchgear breaker sections for reuse, reprogramming, and addition of compatible switchgear sections.

To maintain proper operations and warranties, the parts used in the reconfiguration of the switchgear need to be CAT parts. Every configuration is tuned specifically to function with the existing CAT emergency generators and associated electrical equipment in the MC facility (Fig

B).

FIG A Existing switchgear controller, switchgear, and ATS

FIG. B interconnected system on campus

A fully integrated power system designed to operate and work together optimizes performance. Components from different manufacturers are not always compatible with each other which can lead to challenges during installation and integration.

Incompatibilities may result in improper connections, communication failures, or unreliable performance.

i) Integration and Installation cost impacts due to incompatibility

During installation and integration of the newly reconfigured switchgear and controls the

MC is supported by temporary generators at a cost of $139,000 per month. Delays in installation and integration due to compatibility add risk to the timely completion of a fully operational system. While it is the contractor’s responsibility to resolve such issues the MC remains at risk of relying on a temporary power source for a longer period which is unacceptable as that risk directly impacts patient care.

Delays due to challenges with compatibility are mitigated with the installation of CAT components which can seamlessly integrate with other existing CAT equipment such as the generator and ATS, increasing overall system reliability.

ii) Maintenance and Operation impacts due to incompatibility

Components from different manufacturers have varying levels of reliability and performance characteristics. Using components from multiple sources increases the likelihood of encountering variations in quality, durability, and operational stability. In the case of a trouble call or power failure, the manufacturer’s trained technicians are dispatched to assess and resolve. In the case where multiple components from different manufacturers are used, it becomes difficult to assess the source of the problem. The technicians from each manufacturer are expected to respond and resolve the problem in a timely manner. In a scenario such as this not only is it difficult to narrow down the source of the problem but achieving consensus among the manufacturers as to the responsible party is an even bigger and potentially more challenging task. The time it takes to get to resolution and repair with components from multiple manufacturers add significant risk to the reliability of the power system supporting the MC. This increased risk translates to unacceptable delays in providing reliable care to patients in terms of consistent power for life-saving equipment and supporting patient care systems such as nurse call systems used by staff to ensure the safety and rapid response to patient needs.

iii) Reliability impacts due to incompatibility

Power system reliability ensures that electricity is supplied continuously without significant disruptions or outages. Uninterrupted power is critical to the MC in supporting lifesaving equipment such as dialysis machines. The switchgear will provide emergency power to the Mental Health Inpatient/Outpatient facilities and the Community

Living Center (CLC). The loss of power to the inpatient mental health facility would compromise security systems in place to protect patients and the staff such as cameras, panic buttons, and above-the-door alarms intended to prevent manual strangulation. The emergency system needs to seamlessly come on to prevent patients from harming themselves and others. A lack of available emergency power is an unacceptable delay to the safety of patients

Another example of a critical care device is the WanderGuard system in the CLC.

Dementia or high elopement risk patients wear devices that alarm staff when they have left the building. If there is a lag in the emergency system and the WanderGuard is not operational due to loss of power this will put patient lives at risk if they leave the premise without medical staff knowledge. A lack of available emergency power is unacceptable because it will be life-threatening to the patients

b) Warranty

CAT holds proprietary rights over the operating software program of the switchgear currently installed at the MC. The reconfiguration work of the existing CAT switchgear must be performed by certified CAT technicians to provide and maintain current warranties on existing CAT equipment connected with the newly reconfigured switchgear.

i) The installation of non-CAT parts and the consequent need for certified technicians from multiple manufacturers will result in unacceptable delays in fulfilling the VA’s requirements.

Terms of the existing warranty on the CAT equipment provide the medical center with the assurance of the system’s reliability and that performance will be maintained by certified technicians who are onsite within 24 hours or less of a trouble call. Due to the nature of proprietary systems only certified technicians are permitted to access the control software and adjust the equipment. Having multiple power systems (manufacturers other than CAT) requires the involvement of certified technicians from the other manufacturers. In the case of power loss or a critical trouble call, all the technicians would need to be onsite in a timely manner to collaborate on resolving the situation.

Without the prompt availability of certified technicians, the time it would take to resolve power system issues would be unacceptable and increase the risk to patients and hospital operations dependent on the power supply.

ii) The requirement for certified technicians for each equipment manufacturer to be on site to resolve issues would result in substantial duplication of maintenance contract costs. An integrated system using only CAT parts will prevent this additional financial burden.

c) Training

The use of non-CAT parts would result in substantial duplication of training costs due to the requirement for equipment manufacturer specific training that addresses the proprietary features and needs of operating the systems. An integrated system using only

CAT parts will prevent this additional financial burden.

d) Alternative(s): Install a non-integrated power control system as selected by the contractor

Impact: A non-integrated power control system will provide a far less reliable power supply and will impact patient care and safety. As discussed, different components are built to different standards and performance. Reliability of the power system depends on the transition and communication between the components to meet demand. The risk of a failure increases when integrating multiple manufacturer components. Addressing trouble calls requires the assessment by technicians from each manufacturer to be present and resolution depends on the collaboration between technicians and willingness to take accountability of the solution. The down time for addressing the issue is increased and depending on the situation may be putting patient care at risk. With an integrated system it is one manufacturer that is responsible to address the issue with the knowledge of how each equipment is to communicate with the switchgear and the programming that is needed to address the problem. The one manufacturer takes accountability of the problem. An integrated system is essential to the VA’s requirements, thereby precluding the use of non-CAT parts.

The information identified above is intended to be descriptive of why it is imperative the Brand

Name Only –CAT equipment and controls be used.

Responses to this announcement should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to

North American Industrial Classification System (NAICS) 236220.

Please answer the following questions: (Please be aware that this procurement will be restricted to Service-Disabled Veteran Owned Small Business (SDVOSB).

1) Provide an alternative to using CAT equipment, with supporting rationale, that would alleviate the Government’s concerns regarding system compatibility.

2) Provide an alternative to using CAT equipment, with supporting rationale, that would alleviate the Government’s concerns regarding warranties.

3) Provide an alternative to using CAT equipment, with supporting rationale, that would alleviate the Government’s concerns regarding duplication of training costs.

4) Provide rationale as to how a on non-integrated power control system (using other than

CAT equipment) will result in a more reliable power supply (than an integrated system using only CAT equipment) to ensure that patient care and safety is not impacted.

This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Special Notice. Information will only be accepted in writing by e-mail to Contract

Specialist at Ashley Ashley.s.powell@usace.army.mil and

James.m.costantino@usace.army.mil.

DISCLAIMER This Special Notification is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this Special

Notification mailto:Ashley.s.powell@usace.army.mil