J061--Generator Load Bank Maintenance

36C25221Q0811

SOURCES SOUGHT SYNOPSIS

The Department of Veterans Affairs, Great Lakes Acquisition Center (GLAC) is issuing this Sources Sought synopsis as a means of conducting market research to identify parties having an interest and the resources to provide Generator Load Bank Maintenance at the Edward Hines, Jr. VA Hospital located in Hines, Illinois. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance with a Size Standard of $8 million in revenue.

THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred.

Requirements:

The contractor shall furnish all labor, supplies and equipment to perform load bank testing on (12) essential generators in accordance with the attached Statement of Work (SOW).

The period of performance shall be for one (1) Base Year of approximately 12 months and four (4) 12-month option years.

Capabilities Statement:

Interested parties shall submit a Capabilities Statement, BRIEF and CONCISE, yet clearly demonstrates ability to meet the stated requirements. The Capabilities Statement should clearly present evidence that the interested party feel is relevant. All interested firms responding to this Sources Sought Notice are requested to provide a capability statement which needs to include:

- Company Name

- Point of Contact Name, Phone Number and Email

- Business Status (i.e., 8(a), HUBZone, Woman-owned, SDVOSB, Large, etc.)

- Dunn & Bradstreet Number

- Commercial and Government Entity (CAGE) Code

- Indication of Current Systems for Awards Management (SAM) Registration (i.e., SAM and Online Representations and Certifications (ORCA) registration, etc.)

- Tailored capability statements addressing the particulars of this effort and documentation supporting claims of the company and staff capability. If significant subcontracting or teaming is anticipated to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

- Include a statement indicating whether you intend to submit a quote/proposal in response to a future solicitation for these services.

The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SERVICE DISABLED VETERAN OWNED SMALL BUSINESSES, VETERAN OWNED SMALL BUSINESSES, SMALL BUSINESSES, SOLE SOURCED OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Submission Instructions:

Interested parties who consider themselves qualified to perform the Generator Load Bank Maintenance are invited to submit a response to this Sources Sought Notice by 10:00 AM local time on Monday, June 14, 2021. All responses under this Sources Sought Notice must be emailed to Naqikah Greenfield, Contracting Officer at naqikah.greenfield@va.gov.

DRAFT STATEMENT OF WORK

GENERATOR LOAD BANK MAINTENANCE

Executive Summary-Scope of Work

Edward J. Hines Jr. VA hospital requires the services of a contractor to perform load bank testing on (12) essential generators that have a direct impact to patient health and well-being throughout the Hines VA Campus.

*Table 1

Overview of Scope

Load Bank Testing and Preventive Maintenance is outlined as:

Load Bank Testing - Annually

(12) Essential Generators

Preventive Maintenance Level 1 - Annually

(12) Essential Generators

Filter Change

Preventive Maintenance Level 2 - Annually

(12) Essential Generators

Oil & Filter Change

The Contractor shall perform the testing to NFPA 99 and NFPA 110 standards.

The Contractor shall perform the testing to Joint Commission EC.02.05.07.EP 5 standards.

The Contractor shall perform the testing to local, state, and federal regulations.

The Contractor shall provide Vendor Engineering Service Report (ESR) reports to standard of Joint commission.

The Contractor shall not use portable load cells during load tests.

The Contractor shall coordinate and schedule tests with the Hines VA Engineering Department.

The Contractor shall check operation of day tank.

The Contractor shall check overall general condition of Emergency Power supply system (EPSS) and report any unusual condition or vibration, leakage, noise, temperature or system deterioration, while doing all test.

The Contractor shall restore system(s) to automatic operation upon completion of testing, when testing systems.

Inspection-On site Time Frame and Delivery

Load Bank Testing shall be performed annually during the month of September for Essential Generators only.

Level 1 PM - Preventative Maintenance shall be completed annually during the month of January for Essential Generators only.

Level 2 PM - Preventative Maintenance shall be completed annually during the month of July or every two-hundred fifty (250) hours for Essential Generators only.

Scope of Work-Defined

The Contractor shall contact Hines VA Engineering to request onsite Inspection. The Contractor shall coordinate and schedule all test(s) with Hines VA Engineering Department (1) week Prior to onsite visit. The Contractor is required to perform test during normal work hours.

Testing shall be conducted Monday through Friday during normal business hours: 7:00 AM 4:00 PM CST.

Load Bank Testing Specifics:

Load Bank Testing shall be performed annually during the month of September for Essential Generators only.

Results of each load bank testing shall be provided to the Hines VA Engineering

This report shall be presented to standards and requirements to The Joint commission-(TJC)

This report shall be presented within 30 days upon completion of testing.

No portable load cells shall be used during any of these tests. Cables will have to be pulled from a trailer mounted load cell.

The Contractor shall test system and restore system to automatic operation upon completion of testing.

The Contractor shall check overall general condition of Emergency Power supply system (EPSS) and report any unusual condition or vibration, leakage, noise, temperature or system deterioration, during load bank testing.

The Contractor shall check overall general condition of Emergency Power supply system (EPSS) and note any unusual condition or vibration, leakage, noise, temperature or deterioration of system.

The Contractor may design/develop an ESR Vendor Engineering Service Report (ESR) form. The Form must be approved by VA Engineering Service, CO, and the COR prior to use and implementation.

This formal (ESR) Vendor Engineering Service Report shall include results, details and data for all services mentioned in the SOW,

Loads on Load Bank Testing shall be as follows:

Idle Info (No Loads)

30% of Generator Load Rating for 30 minutes

50% of Generator Load Rating for next 30 minutes

75% of Generator Load Rating for 60 minutes/2 hour

100% of Generator Load Rating for 60 minutes/2 hour

The following standard information shall be recorded during the load bank testing ESR:

Building Number

Date

Start Time

Stop Time

Hour meter Start Time

Hour meter Finish time

Oil Pressure

Water Temperature

Exhaust Gas Temperature (infrared reading prior to turbocharger)

Cycles

Voltmeter readings

Engine Loading (AMP Meter)

Signature of Technician performing testing

The Load Bank ESR reports shall include:

The Contractor shall identify deficiencies discovered during inspection.

The Contractor shall provide quantifiable data results prior to and after fix action.

The Contractor shall provide repair recommendations.

The Contractor shall provide list of required repair(s).

The Contractor shall provide a cost estimate of identified required items.

Preventive Maintenance-Level 1

PM Level 1 Testing Specifics:

Level 1 Preventive Maintenance-(PM) Testing shall be performed annually during the month of January for Essential Generators only.

Results of the PM Level 1 testing shall be provided to the Hine VA Engineering

This report shall be presented to standards and requirements to The Joint commission-(TJC).

This report shall be presented within thirty (30) days upon completion of testing.

Testing shall be performed annually using tests approved by ASTM standards for:ccelerated Aging

Suspended Particulates

NACE Corrosion

Organic Materials

Water (suspended)

The Contractor shall notify the VA of the results of these tests and shall indicate whether the results of the tests were within the acceptable limits as identified in the NFPA standards.

The Contractor shall conduct fuel testing of main tank in accordance with NFPA 110 requirements.

The Contractor shall check operation of day tank.

This Check to include:

Operational test of day tank float switch

Transfer pump operation

Solenoid valve operation (if equipped)

Inspection of fuel lines

Connectors for indicators of wear or leaks

The contractor shall check overall general condition of Emergency Power supply system (EPSS) and report any unusual condition or vibration, leakage, noise, temperature or system deterioration, during PM-1.

The Contractor may design/develop an (ESR) Vendor Engineering Service Report form. The Form must be approved by VA Engineering Service, CO, and the COR prior to use and implementation.

This formal (ESR) Vendor Engineering Service Report shall include results, details and data for all services mentioned in the SOW.

The PM-1 Bank ESR reports shall include:

The Contractor shall identify deficiencies discovered during inspection.

The Contractor shall provide quantifiable data or photo prior to and after fix action.

The Contractor shall provide repair recommendations.

The Contractor shall provide a list of required repair(s).

The Contractor shall provide a cost estimate of identified required items.

Preventive Maintenance-Level 1 Checks shall be as follows:

Fuel System Inspection

Fuel Tank - Visually Inspect fuel tank system for leaks and fuel level. Test day tank pump for operation. Inspect fuel condition for contaminants.

Water Trap / Separator Drain water from fuel tank or water separator.

Fuel line and connections Inspect for leaks and tight connections. Check line brackets.

Governor and Controls Inspect governor oil level. Inspect controls and linage for proper operation. Add oil as necessary.

Fuel filters Primary / Secondary Inspect for damage, leaks, and proper operation. Clean primary filter.

Fuel Pressure Operational check of gauge for correct pressure.

Cooling System Inspection

Radiator/Heat Exchanger Conduct a visual inspection for leaks, damage and debris; Louvers operate correctly.

Coolant Conduct a visual inspection for correct levels and condition of coolant (rust, oil, contaminants). Check coolant conditioner concentration and temperature protection. Check filler cap gasket and sealing surfaces.

Hoses and Connections Conduct a visual inspection of all hoses for deterioration. Check tightness of connections.

Fan Drive Pulley and Fan Check for loose or worn pulleys and lube fan drive bearing. Check fan operation and clearance.

Fan Belts Inspect for wear and deterioration. Check tension and adjust as necessary.

Jacket Water Heater - Inspect for proper operation. Check thermostat setting for proper coolant temperature.

Water pump Visual and operation inspection for leaks or unusual noises.

Air Induction and Exhaust System

Primary/Secondary Air Filters Inspect for proper operation. Reset indicator.

Primary/Secondary Air Filters Inspect and Clean as necessary.

Air Inlet System Inspect piping and air filter housing for damaged, loose connections, and evidence of leaks. Clean air filter housing and replace air filter if necessary. Check housing seals and gaskets.

Turbocharger Inspect for oil leakage or exhaust leakage. Check for unusual noises and proper operation.

Exhaust Manifold Inspect for damage, loose or missing hardware, evidence of exhaust leakage. Inspect for oil slobbering.

Exhaust System Inspect silencer and piping for damage, corrosion or leakage.

Lube Oil System

Oil Level Inspect for correct oil level and contamination. Visually inspect unit for leaks.

Oil Pressure Operational check for gauge for correct pressure. Operational and visual inspection of pre lube pump.

Crankcase Breather Inspect for proper operation. Check for connection and inspect hose for deterioration. Note excessive blow by.

Engine oil analysis - provide laboratory analysis of a lubricant's properties, suspended contaminants, and wear debris. The Contractor shall notify the VA of the results of these tests and shall indicate whether or not the results of the tests were within the acceptable limits as identified in the NFPA standards.

Preventive Maintenance-Level 1 Checks shall be as follows:

Starting System

Batteries Inspect for damage or leakage. Clean and tighten all battery connections.

Batteries Check electrolyte level and specific gravity (If Applicable).

Battery Charger Inspect for proper operation, loose terminals, and deteriorated wiring.

Starting Motor Inspect electrical connection and wiring. Perform operational check for abnormal engagement and cranking noises.

Alternator Inspect for proper operation, loose connections, and mounting hardware. Check belts, pulleys and voltage output.

Engine Monitors and Safety Controls

Safety Controls Inspect for proper operation, loose connections, and wiring deterioration, check all safety controls for proper operation.

Remote Annunciators and Alarms Inspect and test all panels and system alarms for proper operation.

Power Generator

Slip Ring and Brushes Remove and inspect brushes and clean slip rings. Adjust as necessary.

Space Heaters Inspect for proper operation.

Control Panel

Start Controls Manual / Auto Operational check for proper operation. Check automatic start.

Voltmeter Operational check for correct readings. Check voltage level, voltage gain, and voltage drop adjustment.

Ammeter Operational check for correct readings. Load and no load readings, if possible.

Operational Test

Cold Start engine: check for abnormal noises, leaks and vibrations; run 30 minutes.

Check all safety devices operation including water temperature, oil pressure, over speed, over crank, etc.

Check and record amps, volts, oil pressure, water temperature, fuel pressure, frequency, and kilowatt-output.

Check and record time for startup for signal delay, engine start, load pick-up automatic load transfer, load re-transfer.

Preventive Maintenance-Level 2

Level 2 PM-Preventative Maintenance shall be completed annually during the month of July or every two-hundred fifty (250) hours for Essential Generators only.

Results of the PM Level 2 testing shall be provided to the Hine VA Engineering.

This report shall be presented to standards and requirements to The Joint commission-(TJC).

This report shall be presented within 30 days upon completion of testing.

The contractor shall check overall general condition of Emergency Power supply system (EPSS) and report any unusual condition or vibration, leakage, noise, temperature or system deterioration, during PM-2.

The Contractor may design/develop an (ESR) Vendor Engineering Service Report form. The Form must be approved by VA Engineering Service, CO, and the COR prior to use and implementation.

This formal (ESR) Vendor Engineering Service Report shall include results, details and data for all services mentioned in statement of work

The PM-2 ESR reports shall include:

The Contractor shall identify deficiencies discovered during inspection.

The Contractor shall provide quantifiable data or photo prior to and after fix action.

The Contractor shall provide repair recommendations.

The Contractor shall provide list of required repair(s).

The Contractor shall provide a cost estimate of identified required items.

Preventive Maintenance-Level 2 Checks shall be as follows:

Fuel System Inspection

Fuel Tank - Visually Inspect fuel tank system for leaks and fuel level. Test day tank pump for operation. Inspect fuel condition for contaminants.

Water Trap / Separator Drain water from fuel tank or water separator.

Fuel line and connections Inspect for leaks and tight connections. Check line brackets.

Governor and Controls Inspect governor oil level. Inspect controls and linage for proper operation. Add oil as necessary.

Fuel filters Primary / Secondary Inspect for damage, leaks, and proper operation. Clean primary filter.

Fuel Pressure Operational check of gauge for correct pressure.

Cooling System Inspection

Radiator/Heat Exchanger Conduct a visual inspection for leaks, damage and debris; Louvers operate correctly.

Coolant Conduct a visual inspection for correct levels and condition of coolant (rust, oil, contaminants). Check coolant conditioner concentration and temperature protection. Check filler cap gasket and sealing surfaces.

Hoses and Connections Conduct a visual inspection of all hoses for deterioration. Check tightness of connections.

Fan Drive Pulley and Fan Check for loose or worn pulleys and lube fan drive bearing. Check fan operation and clearance.

Fan Belts Inspect for wear and deterioration. Check tension and adjust as necessary.

Jacket Water Heater - Inspect for proper operation. Check thermostat setting for proper coolant temperature.

Water pump Visual and operation inspection for leaks or unusual noises.

Preventive Maintenance-Level 2 Checks shall be as follows:

Air Induction and Exhaust System

Primary/Secondary Air Filters Inspect for proper operation. Reset indicator.

Primary/Secondary Air Filters Inspect and Clean as necessary.

Air Inlet System Inspect piping and air filter housing for damaged, loose connections, and evidence of leaks. Clean air filter housing and replace air filter if necessary. Check housing seals and gaskets.

Turbocharger Inspect for oil leakage or exhaust leakage. Check for unusual noises and proper operation.

Exhaust Manifold Inspect for damage, loose or missing hardware, evidence of exhaust leakage. Inspect for oil slobbering.

Exhaust System Inspect silencer and piping for damage, corrosion or leakage.

Lube Oil System

Oil and Filter-Change oil and filter in Generator system

Oil Level Inspect for correct oil level and contamination. Visually inspect unit for leaks.

Oil Pressure Operational check for gauge for correct pressure. Operational and visual inspection of pre lube pump.

Inspect all gaskets and seals

Crankcase Breather Inspect for proper operation. Check for connection and inspect hose for deterioration. Note excessive blow by.

Engine oil analysis - provide laboratory analysis of a lubricant's properties, suspended contaminants, and wear debris. The Contractor shall notify the VA of the results of these tests and shall indicate whether or not the results of the tests were within the acceptable limits as identified in the NFPA standards.

Starting System

Batteries Inspect for damage or leakage. Clean and tighten all battery connections.

Batteries Check electrolyte level and specific gravity (If Applicable).

Battery Charger Inspect for proper operation, loose terminals, and deteriorated wiring.

Starting Motor Inspect electrical connection and wiring. Perform operational check for abnormal engagement and cranking noises.

Alternator Inspect for proper operation, loose connections, and mounting hardware. Check belts, pulleys and voltage output.

Engine Monitors and Safety Controls

Safety Controls Inspect for proper operation, loose connections, and wiring deterioration, check all safety controls for proper operation.

Remote Annunciators and Alarms Inspect and test all panels and system alarms for proper operation.

Gauge Accuracy Check oil pressure, water temperature alternator gauges for accuracy. Replace when indicated if owner authorized.

Power Generator

Slip Ring and Brushes Remove and inspect brushes and clean slip rings. Adjust as necessary.

Generator Rear Bearing Lubricate

Vibration Isolators Check for proper adjustment and condition

Preventive Maintenance-Level 2 Checks shall be as follows:

Control Panel

Start Controls Manual / Auto Operational check for proper operation. Check automatic start.

Voltmeter Operational check for correct readings. Check voltage level, voltage gain, and voltage drop adjustment.

Circuit Breakers Inspect for free movement and tight connections.

Automatic Transfer Switch

Ammeter Operational check for correct readings. Take initial Baseline Load reading and follow with no-load readings.

Operational Test

Cold Start engine: check for abnormal noises, leaks and vibrations; run 30 minutes.

Check all safety devices operation including water temperature, oil pressure, over speed, over crank, etc.

Check and record amps, volts, oil pressure, water temperature, fuel pressure, frequency, and kilowatt-output.

Check and record time for startup for signal delay, engine start, load pick-up automatic load transfer, load re-transfer.

Equipment Identification

Hines VA Generator Inventory

Essential Generator Inventory

Generator Output

Building

Manufacturer

Model

Serial

Kilowatt (kW)

Voltage (V)

Amp (A)

113/128

MTU

2000MDEC

5352003426

750

480

1123.67

205

Cummins

37272409

G5C01895

1000

480

1503

218

Detroit

60 Series

06R1022164

350

480

526

221

John Deere

6.8L268JF

PE6068L072323

180

208

625

226-1

Caterpillar

3508/SR-4b

3HN00544

600

480

900

226-2

Caterpillar

3508/SR-4b

3HN00543

600

480

900

226-3

Caterpillar

3508/SR-4b

3HN00560

600

480

900

226-4

Caterpillar

3508/SR-4b

3HN00559

600

480

900

226-5

Caterpillar

3508/SR-4b

3HN00561

600

480

900

226-6

MTU-Diesel V (Commission: 26JUN21)

TBD

TBD

1250

480

TBD

226-7

MTU-Diesel V (Commission: 26JUN21)

TBD

TBD

1250

480

TBD

228

Caterpillar

3412

81Z07724

500

480

752

*Table 2

Reporting and Sign Off Requirements

Upon arrival at the Edward Hines Jr VA Hospital, the contractor shall be required to report when on-site and when services are completed with assigned shop.

The contractor shall document the services rendered on a legible, contractor service report and submit to the COR for certification (signature)

A copy of the signed service report must be provided to the Edward Hines Jr VA Hospital Work Order Clerk, Facility Management Service by the contractor at the time the service is provided.

All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature".

If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).

Place of Performance.

Department of Veterans Affairs

Edward Hines, Jr. VA Hospital

5000 S 5th Avenue

Hines, IL 60141

Period of Performance:

Base Year: Date of Award through July 31, 2022

Option Year 1: August 1, 2022 through July 31, 2023

Option Year 2: August 1, 2023 through July 31, 2024

Option Year 3: August 1, 2024 through July 31, 2025

Option Year 4: August 1, 2025 through July 31, 2026