J030--UPS Preventative Maintenance Inspections Portland HCS Base Plus Four
Closed Pre-Solicitation Posted
- Solicitation number
- 36C26026Q0141
- Agency
-
Veterans Integrated Service Network 20
Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 541519 Other Computer Related Services
- Place of performance
- Department of Veterans Affairs VA Portland Health Care System Portland OR 97239
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs, Veterans Integrated Service Network 20, is conducting market research through this Sources Sought Notice to identify qualified contractors for preventative maintenance and inspection services for Uninterruptable Power Supply (UPS) equipment at the VA Portland Health Care System, covering both Portland and Vancouver campuses. The scope of work includes semiannual preventative maintenance, battery testing, runtime calibration checks, software updates, and potential corrective maintenance services for UPS systems. Key requirements include coordinating maintenance visits at least two weeks in advance, obtaining VA employee escorts during service visits, and submitting detailed maintenance and repair reports within specified timeframes following completion of service. The government will use contractor responses to this sources sought notice to determine the appropriate acquisition method and identify capable sources; evaluation will consider firm eligibility for small business programs including HUBZone, 8(a), Service-Disabled Veteran-Owned, Women-Owned, and Veteran-Owned Small Business designations. Interested contractors must submit responses by November 24, 2025, at 3:00 PM Pacific Time, with inquiries directed to Robert Weeks at robert.weeks@va.gov.
This procurement includes no set-aside designation, though the government is actively seeking to identify small businesses eligible for various program categories. The equipment requiring maintenance includes UPS systems from manufacturers such as APC/Schneider Electric, Liebert, and Staco Energy, with capacities ranging from 2.2 kVA to 750 kVA across multiple locations at both campuses. No incumbent contractor or current award value is specified in this sources sought phase, as the government is conducting preliminary market research to establish baseline information about available contractor capabilities before issuing a formal solicitation. Responses should include company information, point of contact details, NAICS code (541519 – Other Computer Related Services), and indication of eligibility for applicable small business programs. The contract is classified under PSC code J030 (Maintenance/Repair/Rebuild of Equipment – Mechanical Power Transmission Equipment).
Notice text
THIS IS A REQUEST FOR INFORMATION ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this sources sought to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following services:
Any questions or information may be directed to Robert Weeks via e-mail at robert.weeks@va.gov.
RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION AND RESPONSES TO THE FOLLOWING QUESTIONS:
Company name, address, and business size; point of contact name, phone number, and e-mail address.
Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program and the anticipated North American Industry Classification System (NAICS) code.
[ ] yes [ ] no Small Business (SB)
[ ] yes [ ] no HUBZone
[ ] yes [ ] no Small Business 8(a)
[ ] yes [ ] no Small Disadvantaged Business (SDB)
[ ] yes [ ] no Women-Owned (WO) Small Business
[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Veteran Owned Small Business (VOSB)
[ ] yes [ ] no Other (please specify)
DRAFT STATEMENT OF WORK (SOW):
DRAFT STATEMENT OF WORK (SOW)
END OF DRAFT STATEMENT OF WORK
1. Contract Title. UPS Maintenance and Inspections for VA Portland HCS (VAPORHCS).
2. Background. Service contract for maintenance, inspections, software upgrades, parts and labor for the UPS (Uninterruptable Power Supply) equipment and related batteries for the VA Portland Health Care System at both the Portland and Vancouver campuses.
3. Scope.
C.1 Scope of Contract
The Contractor/Vendor shall furnish the necessary personnel, material, equipment, materials, and supervision to perform the services described by this statement of work.
Preventative Maintenance and Inspection Services
The Vendor shall provide semiannual (minimum of 5 months apart) preventative maintenance and inspection services according to the manufacturer s user manual for all UPS and battery equipment listed in Section C.3. The manufacturer user manuals are kept at each UPS equipment s physical location as noted in Section C.3 of this statement of work.
Maintenance inspection services are to be completed in accordance with the applicable user manual and are to include but not be limited to:
Battery Testing
Runtime Calibration Checks
Software Updates and Settings Backup
Display Module, Buzzer, Status LED s, and/or Breaker Lamp Checks
The Vendor shall submit a report detailing all the preventive maintenance and inspection items completed including the results of each battery.
Corrective Maintenance and Repair Services
The Vendor shall provide corrective maintenance and repair services per manufacturer s user manual, which shall include parts and labor to maintain working capabilities of all UPS and battery equipment listed in Section C.3. Repair services are only to be provided after a contract modification.
The vendor shall submit a summary of the corrective maintenance and repair after each repair service is completed.
C.2 Contract Specifications
Vendor shall coordinate their preventive maintenance and inspection visits with the VA at least 2 weeks in advance of the inspection visit.
Vendor shall prioritize beginning completion of all corrective maintenance and repairs within 24 hours of receiving the necessary parts and contract modification.
Vendor must be escorted by a designated VA employee. The VAPORHCS will not sponsor a new Personal Identity Verification (PIV) badging for the Vendor.
Vendor will furnish all transportation, equipment, tools and labor to accomplish the contract scope of work.
Vendor employees will comply with the Standards of Conduct on VA property outlined in title 38 CFR section 1.218, which can be found posted at the entrance to the Medical Center.
C.3 Equipment List
PORTLAND:
Location
Manufacturer
Type
EE#
SN#
Rating
Name
B1A109
APC/Schneider Electric
GVSUPS50KB4D
184798
QS2003180053
15 kVA @ 208/120 3 Ph.
Galaxy VS
1C153
Liebert
38SA080A0A00
139564
210120066214B090002
80 kVA @ 208/120 3 Ph
Liebert NX
1C154
Staco Energy
FLU-125-00
184799
MR46AP539550004
125 kVA @ 480/277 3 Ph.
FirstLine P
1C154
Staco Energy
FLU-125-00
184800
MR41AP539540001
125 kVA @ 480/277 3 Ph.
FirstLine P
2C121
MGE
Comet 65 kVA
83639
B0613399
65 kVA @ 480/277 3 Ph.
MGE Comet
3C115
APC/Schneider Electric
GVSUPS20KB4D
184801
QS1936180918
20 kVA @ 280/120 3 Ph
Galaxy VS
4D153
Emergi-Lite*
6FTEM3SBD2004
TBD
TBD
2.2 kVA@ 277 Single Phase
4D Surgery Lighting
B1D118
GE
TLE750KVA
TBD
AS2750-4517-B231B
750 KVA @
480/277 3 Ph.
GE
* The Emergi-Lite (6FTEM3SBD2004) UPS is on order and EE# and SN# will be updated after receiving receipt.
VANCOUVER:
Location
Manufacturer
Type
EE#
SN#
Rating
Name
D321-11-V
APC
GVSUPS100KD
184802
BD1942006136
80 kVA
Galaxy VS
D321-11-V
APC
GVSUPS100KD
184803
BD1930000695
80 kVA
Galaxy VS
Vanc Bldg 13
APC
GG35TF10KB2F
PS1602334154
10 kvA
MGE Galaxy 3500
C.4 Contract Locations
Service locations include Portland and Vancouver campuses of the VA Portland Health Care System.
Portland VA Medical Center
Building 100
3710 SW US Veterans Hospital Road
Portland, OR 97239
Vancouver VA Portland Health Care System
Building 11 (D7 - Barnes Building ), and Building 13
1601 E. Fourth Plain Blvd.
Vancouver, WA 98661
C.5 Deliverables
The Vendor shall adhere to the following deliverable requirements. All electronic submissions shall be in PDF, Word or Excel format.
Item
Description
Due Date
Format
Addressee
1
Preventative Maintenance and Inspection Report
Within 14 calendar days after inspection is complete.
Electronic PDF, Word or Excel.
CO
COR
2
Corrective Maintenance and Repair Summary
Within 7 days after repair is complete.
Electronic PDF, Word or Excel.
COR
CO
C.8 Working Hours
Regular hours are 8:00 am to 4:00 pm, local time, Monday through Friday except for Federal Holidays. Work outside the normal working hours must have been written approval from the designated VA point of contact. Work outside these hours at the request of the Contractor shall not result in any increase in price.
The Federal Government observes the following days as holidays.
New Year s Day
January 1st*
Martin Luther King s Birthday
Third Monday in January
Presidents Day
Third Monday in February
Memorial Day
Last Monday in May
Juneteenth Independence Day
June 19th
Independence Day
July 4th*
Labor Day
First Monday in September
Columbus Day
Second Monday in October
Veterans Day
November 11th
Thanksgiving Day
Fourth Thursday in November
Christmas Day
December 25th*
*If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.
In addition to the days designated as holidays, the Government observes the following days:
Any other day designated by Federal Statute
Any other day designated by Executive Order
Any other day designated by the President s Proclamation
Files
| File | Type | Posted |
|---|---|---|
| 36C26026Q0141.docx | DOCX document |
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