J061--Sources Sought Emergency Switchgear Repairs 539

The Cincinnati Veterans Administration Medical Center (VAMC) has a requirement to provide repairs to generator operation to address failed generators & associated paralleling switchgear.

The intention of this Sources Sought is to obtain information only. Please do not send a proposal.

Requested information:

To aid acquisition planning, we re seeking capable and interested firms for the information requested. If your firm meets the criteria please send the point of contract (ronald.heidemann@va.gov) the following, via email:

Firm s Name

Socio-Economic Status

Whether or not your company has a contract vehicle we can order against

If your company believes there is an alternative NAICS code please provide this

If your company has any questions please provide.

Contract Title. Repair Emergency Power Phase 2

Background.

The chosen contractor shall provide repairs to generator operation to address failed generators & associated paralleling switchgear at the Cincinnati VAMC. The fulfillment of the project will allow for testing & repairs/replacement of existing equipment as required to restore full emergency backup generator functionality at this facility. Additional repairs required were identified by ABB during the initial repair of paralleling switchgear and the report is on the last page.

Scope.

The scope of this contract is to provide recommended repairs for both of the generators at Building #1. This system is currently functioning with only one generator, leaving the facility vulnerable in the event of a power failure at this site. Key task is to restore full emergency backup power for the facility to facilitate repairs of the existing equipment. Key task is test emergency power system and verify it works as intended.

Specific Tasks.

Maintain emergency generator availability for the facility

Maintain security of the generator/switchgear room during the entire project.

Work on generators can only be performed on weekend with prior coordination with the VA.

Work will need to be done on two separate weekends, one weekend per generator work.

Provide required repairs for the associated paralleling switchgear system per diagnose reports from ABB which includes Saturday work.

Work includes the following items as identified in the ABB repair report:

Replace two damaged MFR13 and reverse power relay to new protective relay and all installation/testing for both generators.

Programming changes required for these replacement relays to ensure proper system functionality.

Door modification to support the installation and operation of the upgraded relays.

Wiring modifications to accommodate the replaced relays.

Changes to the existing ABB systems drawings for these replaced relays.

The General Contractor (GC) must coordinate as needed with the VA COR for testing of the generator control panels.

Two new control panels (one per generator) have been installed. One control panel has been tested and verified to function as intended.

The control panel on the inoperable generator requires testing and verification to ensure proper functionality.

GC must provide a load bank for testing of both Generator 1 and Generator 2 on this day. 125% of load bank required.

GC/subcontractor for paralleling gear work must test paralleling both Generator 1 (1500kW, 3 PH, 4W, 480Y/277V) and Generator 2 (1500kW, 3 PH, 4W, 480Y/277V) and verify it works with the 125% load bank.

GC and subcontractor for paralleling gear must change priority of generators to verify they come back online/and shed as designed.

GC and subcontractor for paralleling gear must provide a complete testing of the emergency power system including both generators and paralleling switchgear after all repair work is completed and verify it works as intended.

Performance Monitoring

Contract supervision will be conducted by the Project Section of Engineering Service at the Cincinnati VA Medical Center.

Inspection will be made throughout the project and delivery and installation.

Security Requirements

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7.1 The C&A requirements do not apply and a Security Accreditation Package is not required

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Cincinnati VA Medical Center (CVAMC) Record Management Clause.Â

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1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. Â

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2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. Â

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3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. Â

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4. Cincinnati VA Medical Center (CVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of CVAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to CVAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.Â

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5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the Statement of Work. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to CVAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Statement of Work. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).Â

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6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and CVAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.Â

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7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with CVAMC policy. Â

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8. The Contractor shall not create or maintain any records containing any non-public CVAMC information that are not specifically tied to or authorized by the contract. Â

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9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. Â

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10. The CVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which CVAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.Â

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11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. Â

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[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor. TMS Course 10203, VA Privacy & Information Security Awareness will be used to satisfy this requirement.  Â

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12. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this Statement of Work and require written subcontractor acknowledgment of same. Â

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13. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.Â

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Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

None.

Other Pertinent Information or Special Considerations.

a. Identification of Possible Follow-on Work.

None.

b. Identification of Potential Conflicts of Interest (COI).

None.

c. Identification of Non-Disclosure Requirements.

None.

d. Packaging, Packing and Shipping Instructions.

None

e. Inspection and Acceptance Criteria.

Project COR to conduct the final acceptance of satisfactory installation.

Risk Control

None

Place of Performance.

This product will be used at the Cincinnati VAMC, specifically within the generator and electrical rooms.

Period of Performance.

90 calendar days including equipment/material lead time.

Delivery Schedule.

TBD

Technical/Administrative Requirements

Contracted work shall be conducted in accordance with the below VA Specifications.

Warranty

Contractor must provide a one (1) year warranty to include all materials and labor.

ABB Report

Julie,

After reviewing the project requirements and available options, it has been determined that the only viable solution is to upgrade the MFR13 Relay.

The upgrade is expected to be more expensive than originally anticipated because the scope of work extends beyond simply replacing the relay. The upgrade will also require:

Programming of the upgraded relay to ensure proper system functionality.

Door modifications to support the installation and operation of the upgraded relay.

Wiring modifications to accommodate the upgraded relay

Changes to the existing systems drawings for the upgrade.

Due to these additional labor and material requirements, the total project cost will be higher than our initial estimate. While this was not anticipated as the solution, these modifications are necessary to ensure the system functions properly.

Please let us know if you would like us to prepare a quote outlining the additional costs associated with this work for your review. I believe a similar quote was provided in 2025 for the relay upgrade.

If you have any questions or would like to discuss the project in more detail, please feel free to reach

out.

Thanks,

Brian Bednar

Area Field Service Project Manager

Mobile: 984-303-5371

fred.ervin@us.abb.com