J--GENERATOR TESTING

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number for this requirement is VA-259-12-R-0260 and is hereby issued as a Request for Proposal (RFP). The VISN 19 Rocky Mountain Acquisition Center, 4100 E Mississippi Ave. Glendale, Colorado 80246 , on behalf the VA Salt Lake City Health Care System, 500 Foothill Drive, Salt Lake City, Utah 84148 has a requirement for the following item: A base period of one year and four 1-year possible options for preventative maintenance on eight Caterpillar emergency generators and loadbank testing of eight Caterpillar emergency generators. A full service preventative maintenance contract that includes all parts, labor, materials and all associated costs. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-58 effective April 18, 2012. The North American Industry Classification System (NAICS) code is 811310-Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance and the Small Business Size Standard is $7.0 million. This procurement will be a 100% small business set aside.. Women owned, service disabled veteran owned, veteran owned and small disadvantaged businesses are strongly encouraged to submit quotes. The Government intends to issue a firm fixed price contract to the responsible Offeror whose lowest price and technically acceptable proposal conforms to the solicitation. Only technically acceptable offers will be considered. The Government intends to evaluate offers and make award without discussions; however, this does not preclude the Government from having discussions if it is in the best interest of the Government. All interested parties must bid on all items. Provide a price quote for each of the following CLINS and total price (fill in the blanks). PRICING FOR : CLIN ITEM QTY UNIT OF ITEM PRICE ISSUE 0001 1.00 JB __________ ___________ BASE PERIOD 9/17/12 THRU 9/16/13 Provide PM service on 8 Caterpillar Emergency Generators 0002 1.00 JB ___________ ____________ LOADBANK TESTING OF 8 CATERPILLAR EMERGENCY GENERATORS 1001 1.00 JB ___________ ____________ OPTION YEAR 1- 9/17/13 THRU 9/16/14 Provide PM service on 8 Caterpillar Emergency Generators 1002 1.00 JB ___________ ___________ LOADBANK TESTING OF 8 CATERPILLAR EMERGENCY GENERATORS 2001 1.00 JB ___________ ____________ OPTION YEAR 2- 9/17/14 THRU 9/16/15 Provide PM service on 8 Caterpillar Emergency Generators 2002 1.00 JB ___________ ____________ LOADBANK TESTING OF 8 CATERPILLAR EMERGENCY GENERATORS 3001 1.00 JB ___________ ____________ OPTION YEAR 3- 9/17/15 THRU 9/16/16 Provide PM service on 8 Caterpillar Emergency Generators 3002 1.00 JB ___________ ____________ LOADBANK TESTING OF 8 CATERPILLAR EMERGENCY GENERATORS 4001 1.00 JB ___________ ____________ OPTION YEAR 4- 9/17/16 THRU 9/16/17 Provide PM service on 8 Caterpillar Emergency Generators 4002 1.00 JB ___________ ____________ LOADBANK TESTING OF 8 CATERPILLAR EMERGENCY GENERATORS ____________________ GRAND TOTAL --- ==================== STATEMENT OF WORK Caterpillar Emergency Generators Preventative Maintenance and LoadBank Testing Contractor shall provide the loadbank testing and preventative maintenance (PM) for eight (8) Caterpillar Emergency Generators at the Department of Veterans Affairs, VA Salt Lake City Health Care System, 500 Foothill Drive, Salt Lake City, Utah 84148. Contract period will run from date of award through following year with 4 one-year options to extend the contract. All tests include the following: 1. Load bank testing for eight (8) Caterpillar Generators, each load test will be four (4) hours at 100% load. Load bank test report will be included with each test for each generator. 2. Provide all labor, material, equipment, and supervision, and other associated costs to perform preventative maintenance (PM) on eight (8) Caterpillar Generators. This will include all travel, labor, and parts. Service shall include but not limited to: oil and filter changing, testing old oil for metals (oil test and report to be done first, before any other work), damper linkage adjusting and lubrication, all batteries, and radiator, core obstructions. Tests will be completed by qualified factory (manufacturer) technicians. Must provide Certifications for CAT generators. The contractor shall perform maintenance in accordance with manufacturer instructions. 3. Contractor shall provide a proposed inspection sheet with the prepared proposal, which will clearly state what Contractor personnel will be accomplishing during all certification visits. Upon award, this inspection sheet will be completed and sent to the Contracting Officer's Representative (COR) along with any recommendations for system improvement after each certification is completed by the Contractor. Completed inspection sheet may be mailed to the address below: George E. Wahlen Department of Veterans Affairs Medical Center Facilities Mgmt, Service (138M) Attn: Inspection Sheet ( James Burum) 500 Foothill Drive Salt Lake City, Utah 84148 4. Inspection service shall be scheduled with the COR during normal business hours listed below, at the convenience of the government: 8:00 a.m. to 4:30 p.m., MOUNTAIN TIME, Monday through Friday, except the following Federal Holidays: New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, July 4th, Labor Day, Columbus Day, Veteran's Day, Thanksgiving, and Christmas. 5. The Contractor shall inform the COR of any original equipment manufacturer (OEM) updates and to incorporate updates which are required by the OEM to ensure performance to current product specifications. OEM updates shall be accomplished during certification visits. The Contractor shall inform the COTR of any optional updates provided by the OEM, and offer to provide these to the Government. The price for the updates will be negotiated at the time of offer by the Contracting Officer. 6. Upon arrival at the VASLCHCS, during normal business hours, the Contractor shall check in with Biomedical Engineering, (after normal business hours the Contractor shall check in with the duty boiler plant operator, located in Bldg, 6), to obtain an Identification Badge that must be worn visibly upon their person, between the height of the waist and the shoulders. The Contractor shall return the badge at the completion of the service. Failure to obtain the required badge may result in removal from the medical center. 7. Inspection calls shall be scheduled by the COR, making every effort to arrange this testing service at a time convenient to both the Contractor and the VA. 8. Inspection visits shall not be cancelled once scheduled without the express consent of the COR 9. Contractor shall provide a service report each time the Contractor accomplishes an inspection, which includes both the CONTRACT NUMBER and the PURCHASE ORDER NUMBER. Contractor will use the approved Inspection Checklist for accomplishing testing service reports. LACK OF SERVICE REPORT WILL RESULT IN NON-PAYMENT. 10. Contractor shall be provided a temporary parking permit upon written request submitted to: Manager, Maintenance and Construction Service (138M). Permits will be provided to Contractors demonstrating a valid need to load/unload materials. Written requests will include a justification of need, and identify the owner(s) of the vehicle(s). Permits will be clearly displayed on the vehicle. All Contractor personnel will abide by the parking regulations issued with the temporary parking permit. 11. This contract does not include the supplying of operating supplies, consumables, refinishing (painting) the equipment, or furnishing materials for that purpose, or electrical repairs external to the equipment. OUTLINE OF WORK FOR GENERATOR LOAD TESTING 1. The vendor shall perform the generator load testing in compliance with NEC Sec. 700-12(b), NFPA Sec. 10-16 5-13.2.3 through 5-13.2.6 and industry standards. 2. The generators shall be loaded as per the following: a. Greater than or equal to 4 hours b. Greater than or equal to 80% of name plate 3. The following values shall be recorded at 30 minute intervals: a, Volts - all three phases b. Amps - all three phases c. KW - all three phases d. Hz e. RPM f. Oil Pressure g. Coolant Temperature h. Time of Day i. Cranking time until the prime mover starts and runs j. Time to come up to operating speed k. Voltage and frequency overshoot 4. A Block Load test shall be performed at 100% loading. The unit must be in the cooled down condition and the load picked up immediately upon reaching rated rpm. Sags in rpm, transients and governor operation shall be observed and recorded. EQUIPMENT LISTING PAGE Location Model Serial# Size Voltage B-3 3306B 85204261 250KVA 208 volts B-16 3508 23Z01868 700KW 480Volts B-38 Portable D348 36J3036 620KW 208/480 Volts B-39 3408B 78Z02797 369 KVA 208 Volts B-40 3412 81Z07181 550kVA 208 Volts B-41 3412 81Z07187 550 KVA 208 Volts B-44 #1 3512 1GZ03464 1250 KW 480 Volts #2 3512 EBG00552 1500 KW 480 Volts GOVERNMENT PRIMARY POINTS OF CONTACT (POC's): Submit offers or any questions to the primary POC Ronnie R. Jones +1 (555) 000-0000 or email: contact@example.gov DEADLINES: Submit questions and offers to the primary POC. All questions or requests for information must be in writing and are due by COB on August 15, 2012. It is acceptable to submit proposals by email NLT August 17, 2012 @ 4:00 P.M. MST. OTHER PERTINENT SUBMISSION INFORMATION: The proposal must list the Company name, address, DUNS number, CAGE code, Federal TIN, and point of contact to include phone number and email address. If you need to obtain or renew a DUNS number or CAGE code, please visit www.ccr.gov. Also, in order to be eligible for the award the company must be registered in CCR. Please send RFP to: contact@example.gov PROVISIONS/CLAUSES: The following Federal Acquisition Regulation (FAR), provisions and clauses apply to this solicitation and are incorporated by reference (provisions and clauses may be obtained via the internet: http://farsite.hill.af.mil): The provision at 52.212-1 Instructions to offerors- Commercial applies to this acquisition 52.212-2 Evaluation-Commercial Items (Jan 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: BASIS OF AWARD: 1) The government intends to issue a firm fixed price contract to the responsible Offeror whose proposal conforms to the solicitation and is lowest price technically acceptable. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Offeror to include a completed copy of the provision at 52.212-3, Offeror Representation and Certifications-Commercial Items ,(Offeror must submit a completed copy of this provision with its proposal for the proposal to be considered. See https://orca.bpn.gov/ for online submittal); The clause at 52.212-4, Contract Terms and Conditions--Commercial Items; applies to this acquisition with following addendum: FAR 52.204-9 Personal Identity Verification of Contractor Personnel, FAR 52.225-13, Restrictions on Certain Foreign Purchases; FAR 52.247-34, F.O.B. Destination. The following FAR clauses apply to this solicitation and are incorporated in full text: 52.217-8- Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 calendar days. (End of Clause) 52.217-9 -- Option to Extend the Term of the Contract (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 calendar days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 calendar days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months. (End of Clause) 52.232-19- Availability of Funds for the next Fiscal Year (Apr 1984) Funds are not presently available for performance under this contract beyond September 30, 2012. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30 each Fiscal Year, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause) The following VA Acquisition Regulation (VAAR) clause applies and is incorporated in full text: VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor (End of Clause) VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. He/ she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Utah. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damage, injury, and liability resulting there from. (End of Clause) 852.273-76 ELECTRONIC INVOICE SUBMISSION (Interim - October 2008) (a) To improve the timeliness of payments and lower overall administrative costs, VA strongly encourages contractors to submit invoices using its electronic invoicing system. At present, electronic submission is voluntary and any nominal registration fees will be the responsibility of the contractor. VA intends to mandate electronic invoice submission, subject to completion of the federal rulemaking process. At present, VA is using a 3rd party agent to contact contractors regarding this service. During the voluntary period, contractors interested in registering for the electronic system should contact the VA's Financial Services Center at http://www.fsc.va.gov/einvoice.asp. (End of Addendum to 52.212-4) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders-Commercial Items applies to this acquisition, the following clauses apply: FAR 52.204-10 Reporting Executive Compensation & First Tier Subcontracts Awards (FEB 2010), FAR 52.222-3, Convict Labor (JUN 2003), FAR 52.222-19 Child Labor- Cooperation with Authorities and Remedies(MAR 2012), FAR 52.222-21, Prohibition of Segregated Facilities (FEB 1999), FAR 52.222-26, Equal Opportunity (MAR 2007), FAR 52.222-35, Equal Opportunity for Veterans,(SEP 2010), FAR 52.222-36, Affirmative Action for Workers with Disabilities (OCT 2010), FAR 52.222-37, Employment Reports on Veterans(SEP 2010), Far 52.222-51 Exemption from the application of the Service Contract Act to Contracts for Maintenance, Calibration, or repair of Certain Equipment-Requirements (NOV 2007), FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011), 52.228-5 Insurance, Work On A Government Installation(MAR 1996) FAR 52.232-34 Payment By Electronic Funds Transfer-other than Central Contractor Registration (MAY 1999); FAR 52.252-2, Clauses Incorporated by Reference,