VISN 7 Solar PV Service and Maintenance

This is a pre-solicitation for commercial services prepared in accordance with Federal Acquisition Regulation (FAR) Parts 12 and 13,
The Department of Veterans Affairs (VA), Veterans Integrated Service Network (VISN7) has a requirement to procure routine maintenance and rapid response corrective maintenance component support services of Solar PV Systems for medical facilities supported by the Network Contracting Office NCO7 (Southeast Region). Services shall be procured under North American industry Classification System (NAICS) code is 221114 Solar Electric Power Generation with a Size Standard of employees 250.Â
This requirement will be solicited as a 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns in accordance 38 USC 8127-8128 regarding the Veterans First Contracting Program and implemented under VA Acquisition Regulation (VAAR) subpart 819.70 as a result of the June 16, 2016 decision of the U.S. Supreme Court in Kingdom ware Technologies, Inc. v. United States (Kingdom ware). A Solicitation is forth coming and will be posted to fbo.gov
Site Visit information for Solar PV Panel Systems:
The Solar PV panel systems are located in three (3) states within the Veterans Integrated Service Network (VISN 7) area: Tuscaloosa, Alabama, Montgomery, Alabama, Augusta Georgia, Dublin Georgia and Columbia, South Carolina. The site visits for this requirement will be conducted over an estimated three (3) day period within the VISN 7 area. The scheduled dates are April 23, 24 and 25, 2019.
Attendance is free and open to all SDVOSB business concerns. Attendance is NOT mandatory nor required but is strongly encouraged. Participants are solely responsible for all expenses associated with travel and lodging associated with participation in the scheduled Site Visit.
Attending:
To attend the Site Visit, interested businesses shall register with the Contracting Specialist via email at anthony.dearman@va.gov no later than Monday, April 16, 2019 at 2:00 PM EST. There is a maximum of two (2) individuals per company. The location and point of contact for the initial site will be provided to those participating SDVOSBs after the due date of registration. Please indicated the site or sites you will attend. Registration requires the following information to be submitted:
Name of Company
Site Location Attending
Number of Attendees
Name of Individual(s) attending.
Title of person(s) attending (President, CEO, CFO, Etc.)
Email Address(es) of person(s) attending
Cell Phone Number of at least one individual attending (In case of changes the morning of site visit)
NOTE: Attendees must have valid identification (i.e. driver license) - Copies are not acceptable
Questions will be permitted during each site visit however, all government responses during the visit are unofficial. Offerors will be asked to confirm verbal questions in writing for each location visit. The Government will receive questions pertaining to each visit on April 25, 2019
PERFORMANCE WORK STATEMENT
FOR
VISN 7 SOLAR PV MAINTENANCE SERVICES
1. DESCRIPTION OF SERVICES:
This is a complete service contract for Routine Maintenance as well as a Rapid Response Corrective Maintenance Component and for the proper functioning of the Solar PV systems at the following VISN 7 Department of Veterans Affairs Medical Centers (VAMCs) Tuscaloosa, Alabama, Montgomery, Alabama, Dublin Georgia, Augusta Georgia and Columbia, South Carolina. The preventative maintenance program is designed to ensure all aspects of each system is installed and working in the most efficient means possible, ensuring maximum generation capacity. The corrective maintenance portion is designed to quickly address any component/system failures that unexpectedly arise resulting in lost production. This contract is for a base year and 4 option years to cover the Solar PV systems as listed, for each of the years. Contractor will provide at contractor s expense all supervision, tools, materials, supplies, equipment and labor to perform the work. Site Visits can be arranged for field verification.
LISTING LOCATIONS OF SOLAR PV SYSTEMS:
Facility
PV Capacity
Types of Structures for PV
Number of Panels
Augusta
1.26 MW
2 Acre Ground Mount
3900
Dublin
185KW
Rooftop, Canopy
800
Montgomery
400 KW
Rooftop, Ground Mount
>1400
Tuscaloosa
2.6 MW
4 Acre Ground Mount, 3 Canopy Structures
>3000
Columbia
1.3 MW
3 Parking canopies
>3000
Scope of Work - Preventative Maintenance: Contractor shall conduct 2 planned preventative maintenance visits per facility per year. Contractor will coordinate with the staff at the VA Medical Center to determine the most reasonable time to conduct preventative maintenance visits. The VAMC is expecting the following during preventative maintenance visits for each facility where applicable:
Inspect all electrical equipment for water-tight integrity, cleanliness and proper operation.
Grounding components will be checked for integrity.
Conduct electrical checks to verify performance of the solar PV array.
Ground-mounted systems will be inspected for structural integrity, corrosion and erosion.
The monitoring system will be analyzed to verify satisfactory system performance.
Thoroughly clean all solar PV panels in the array.
Mow and trim the grass inside the solar PV array fenced in area (where applicable per facility).
Replace any required NEC markings that are worn or faded.
A preventative maintenance report shall be provided to the COR and facility Energy Manager that will show the results of the site visit and explain any corrective actions that were taken, to include information regarding any corrective maintenance visits.
3. CORRECTIVE MAINTENANCE:
Contractor shall review monitoring system information weekly to determine if there is any corrective action needed. In the event of a situation that requires corrective action, contractor shall inform the COR and facility Energy Manager at the VAMC. Within 3 days of becoming aware of any malfunction, contractor is required to inform the COR and facility Energy Manager at the VAMC of plans for repair. With respect to corrective maintenance, contractor shall respond within 48 hours of notification of a system/component failure that results in lost production. The following is a list of items to be completed as part of the corrective maintenance program:
The monitoring system will be utilized to gain as much information as possible to identify the fault/failure.
Once on site, information will be gathered and a troubleshooting plan established to identify the failure/fault. Once the fault is identified, it will be determined what the nature of the failure was, if the failure is a warranty covered failure, and what actions are required to correct the failure.
If the failure will be covered under warranty, contractor shall coordinate with the respective vendor to correct the fault/failure. If the failure is the result of some action that will not be covered under warranty, contractor shall notify the COR and facility Energy Manager and determine what actions the VA desires to be taken towards correcting the fault/failure. Most faults that occur are such that the contractor can identify and correct them on the spot. Any fault covered under warranty and requiring coordination with the vendor for tech support/replacement parts will be closely managed/supervised by the contractor to ensure prompt action. A detailed maintenance report will be provided following each visit.
Any damage, fault or other malfunction resulting from workmanship, manufacturing defect, blown fuse, or any other fault/failure covered by a manufacturer s warranty shall be corrected by the contractor. Corrections such as blown fuses, loose connections, etc. shall be corrected on the spot. Any correction that will require coordination with vendor for replacement parts related to warranty coverage shall be coordinated by and corrected by the contractor.
Any fault/failure or damage resulting from actions/incidents which falls outside of workmanship or warranty coverage specifications may be corrected by the contractor at the direction and expense of the VA. Any such failure will be noted on the inspection report and specifically addressed with the COR and facility Energy Manager prior to contractor departure from the site.
REPORTING:
For repairs or services that will be performed during normal working hours, the Contractor repairman must notify the Facility s Energy Manager. Contractor will need to obtain an Identification Badge which shall be worn at all times while on station. After all work is completed, the Contractor must notify the facility s Energy Manager of completion. A service report will be sent to the COR and Facility Energy Manager following the completion of site visits.
For repairs or services required after normal working hours the Contractor s repairman shall notify the Facility s Energy Manger for coordination.
PERFORMANCE AND DELIVERABLES:
The Contractor must respond in accordance with above maintenance descriptions. All work must be performed by competent personnel who are experienced and qualified to work on the specific equipment. All work performed shall be accomplished in accordance with the manufacturer s instructions including, but not limited to, adjustments, calibrations, cleaning, lubrication, testing, disassembly, check-out, replacement of worn or defective parts, etc., required to keep the equipment in operating condition. Contractor s maintenance of the equipment must satisfy all requirements as set forth by NFPA, OSHA, ASME and JCAHO. Contractor must ensure all trash and debris is removed from site after work is completed.
PEFORMANCE PERIOD:
The services shall be within five days after contract award authorizes the services for a base period of twelve (12) months with four (4) additional one-year option periods.
KEY PERSONNEL:
Approval of Key Personnel, as specified in Contractor s Technical Proposal who will be working on this project, must be obtained from the Government within thirty (30) business days of any change in these Key Personnel. The Contractor s Project Manager is a Key Person as defined by this section.
Name
Position/Title
Skill Set
Start Date
A. CONTRACTOR PERSONNEL REQUIREMENTS
 The Contractor shall provide personnel capable of performing routine maintenance as well as a rapid response corrective maintenance component, all related industry and governmental departments instructions and regulations for successful accomplishment of the work to be performed under this contract. Additionally, all personnel shall pass a Government specified background investigation prior to working with Personally Identifiable Information. The position sensitivity for this effort has been designated as Low Risk and the level of background investigation is a National Agency Check with Written Inquiries. All personnel shall be U.S. Citizens. The Contractor will coordinate with the COR for all Security Issues.
HOURS OF WORK:
This contract shall include all necessary service calls seven (7) days per week, between the hours of 8:00a.m. and 4:30p.m. Central Standard Time, Federal Holidays included.
CONTRACT TYPE: Â
This is a firm fixed price contract
TRAVEL:
The Department of Veterans Affairs Medical Centers (VAMCs) is NOT responsible for any travel expenses associated with this requirement.
AUTHORIZED SERVICES:
The only services authorized under this contract are routine repairs and preventative maintenance checks and services. Routine repairs are defined as those repairs caused by normal wear and tear. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. All performance under this contract shall fall within the scope of work identified in Section 1 Scope of Work. Changes to the scope of work will require a bilateral modification between both the government and contractor in accordance with FAR 52.212-4 (c) Changes.
COR AUTHORITY:
In no event is the COR empowered to change any of the terms and conditions of the contract. All changes, to any section of this contract, shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify the Contracting Officer of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR.
DISCONTINUANCE OF SERVICE:
The Government reserves the right to terminate service under this contract in accordance with FAR 52.212-4 (l)(m).
SUBCONTRACTING:
Due to the complexity of the services required herein, if subcontracting is required to meet the services performed under this contract a subcontracting plan shall be submitted in accordance with FAR Regulations.
PARTS:
(a) Only new, standard parts shall be furnished by the Contractor. All parts shall be of current manufacture and have versatility with presently installed equipment.
(b) All newly installed replacement parts become the property of the Government. Replaced parts are to be disposed of legally by the Contractor after obtaining approval from the Contracting Officer s Representative (COR).
GOVERNMENT FURINSH EQUIPMENT:
The VAMC will not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.
QUALITY CONTROL:
After contract award, the Contractor shall follow the Quality Assurance and Surveillance Plan (QASP) developed by the Government. The QASP with performance goals and acceptable quality levels is necessary to ensure quality for this acquisition. The Contractor shall address any issues meeting established Government performance goals as needed. The Contractor shall provide a Quality Control Plan that will demonstrate how the QASP performance goals will be sustained during the life of this contract.
 A.  QUALITY ASSURANCE:
As stated in the QASP, the Government shall evaluate the Contractor's performance under this contract. For those tasks listed in the QASP, the COR or evaluators shall follow the methods of surveillance specified in this contract. The Government shall record all surveillance observations. When an observation indicates defective performance, the COR shall forward the observation to the Contractor manager or alternate(s), who shall initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. Government surveillance of tasks not listed in the QASP or by methods other than those listed in the QASP may occur during the performance period of this contract. Such surveillance shall be done according to standard inspection procedures or other contract provisions.
Deliverables
PWS Section
Performance Standard
AQL
Planned Preventative Maintenance Visits
1
Setup and Coordination with Energy Managers for schedule visits
Services shall be performed within 5 days of being scheduled.
Performance Maintenance/Service of PV systems in accordance with PWS
1
Section 1 of PWS objectives are meet and satisfied
No maintenance service items shall be missed
Corrective Maintenance
2
Section 2 of PWS objectives are meet and satisfied
System Functions 95% of time.
Reporting
3
Section 3 of PWS objectives are meet and satisfied
Reports are received within 5 working days following work completion
Performance
4
Section 4 of PWS objectives are meet and satisfied
Requirements met 100% of time
COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS:
The Contractor shall ensure that services provided to the Government under this agreement comply with all applicable laws, statutes, regulations, and guidelines that govern the operation of systems by the Government. The Contractor shall also ensure that all services provided to the Government under this contract comply with all Government mandated procedures, standards, and requirements.
As the Government develops and implements new or modified policies and procedures either to comply with internal agency rules and procedures or to comply with applicable rules, regulations, statutes, or other binding obligations ("Additional Compliance Terms"), the Government reserves the right to incorporate such Additional Compliance Terms into this contract via a bilateral modification.Â.