J028--Generator Maintenance Service Contract

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811310, (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance) with a size standard 12.5 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Biannual Generator Maintenance Services at the White River Junction VAMC per the Performance Work Statement below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 5:00 PM EST, 05 April 2024. All responses under this Sources Sought Notice must be emailed to Kenya Mitchell at contact@example.gov and David Valenzuela at contact@example.gov with RFQ # 36C24124Q0409 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered, and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the products as listed in Attachment 2 PERFORMANCE WORK STATEMENT with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 PERFORMANCE WORK STATEMENT Project Name: Biannual Generator Maintenance Service Place of Performance: White River Junction VAMC 163 Veterans Drive White River Junction, VT 05001 Period of Performance: One (1) year from Contract award, with the option to extend for four (4) option years. Work Schedule Normal working hours are from 7:30 AM to 4:30 PM. Work Performed After Hours, Contractor to coordinate these efforts with VA COR with a minimum 48-hour notice. In order to maintain schedule, work performed over the weekend, may be allowed. Contractor to coordinate these efforts with VA COR with a minimum 48-hour notice. Project Scope The White River Junction VA Healthcare System requires the services of a qualified firm to provide services allowing for Biannual Generator Maintenance Services and minor repairs. The Contractor shall also be responsible for all damages to persons or property that occurs as a result of the Contractor s fault or negligence. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract. Work shall be completed in conformance with the time schedule requested by the VA Contracting Officer s Representative (COR). The Contractor is solely responsible for preparing all necessary regulatory notifications to meet the time schedule. Tasks and Requirements General Contractor Requirements Generator Maintenance Perform scheduled maintenance twice a year for each of the VA s six (6) generators. Maintenance includes cooling system, fuel system, air induction and exhaust system, lube oil system, engine monitors, safety controls, starting system, control panel, and gas engine. Generators are in Bldg. 1A, Bldg. 2, Bldg. 32, Bldg. 32A, Bldg. 45, Bldg. 88. Generator models include 3508BCAT, 3412, 3508, 3516C, and C9. Generator serial numbers are: G6B17493, G5A00647, G3X00354, AER00413, I110244436, 23Z013168. Location Generator ID Generator Model Generator Serial Number Bldg. 1 FFLVX C15 G6B17493 Bldg. 2 CBYPW C9 G5A00647 Bldg. 32 AER00413 3412 BPG02466 Bldg. 32A SFJ00463 3516C G3X00354 Bldg. 45 7C1299 3508 23Z03168 Bldg. 88 BCEXL015.AAJ QSX15-G9 34068078 Vendor Responsibilities Provide all engine oil filters, fuel filters, and engine lubricating oil (to manufacturer's specifications) to perform all preventive maintenance services according to the Milton Cat standards. Perform a visual inspection and complete an inspection report with each service as well as perform Scheduled Oil Sampling (S.O.S.) of the engine oil and coolant at each visit. A copy of each inspection report will be left for immediate review. Service records and S.O.S results will be maintained by the vendor and provided to the customer. Properly dispose of used oil and filters removed during services, leaving our portion of your site in compliance with state and federal regulations governing waste oil. Carry Public Liability Insurance in the amount of $1,000,000 and statutory Workmen's Compensation Insurance. Additional Insured, on a Primary and Non-Contributory basis, and Waiver of Subrogation Granted when there is a written, dated, and signed document agreeing to such coverage. The document may be part of a contract or bid, Purchase Order, or any type of agreement. PM 1.5 services are for quarterly serviced machines with extended drain intervals. Emergency Generators are critical items for the continued function of the VAMC, and the vendor shall ensure this equipment always remains in usable condition. The vendor shall coordinate and schedule all visits in advance with the VA. The vendor will Customer Responsibilities Perform all other services not specified in the maintenance agreement including "Weekly Inspections" and "as required" items outlined in Milton Cat maintenance management schedule manual, SEBU6042. The VA will provide a technician to escort vendor to designated areas and unlocking entrances as needed. Quality Assurance Plan The VA facility representative for this contract shall monitor the vendor s performance. Any issues that arise regarding vendor performance will be evaluated and addressed by the facility representative, and if not resolvable by them, the issue shall be elevated to the Contracting Officer (CO), who retains all legal means available to enforce compliance with outlined performance standards, to address. Repairs The contractor shall be responsible to make all repairs and adjustments necessary. Repairs are defined as unscheduled work required to prevent a breakdown or malfunction of an item of equipment, to put a system or a subsystem back in service after a breakdown or malfunction or installation of new equipment as needed. The contractor shall provide all replacement or repair parts, where such parts have a purchase value to the Government (excluding installation labor) of $200.00 or less. Labor to install all parts and to perform repairs, except for 3rd party damage, shall be included in the monthly maintenance costs but parts greater than $10,000.00 will be invoiced through a separate CLIN for Parts. Repairs with parts greater than $10,000.00 shall be approved by the COR prior to commencement of work. All other repairs shall be approved by the COR prior to commencement of work. The quantities included in the contract for repairs are estimated based on historical data and may be modified based on actual repairs required during the contract period of performance. Any changes will be incorporated by the Contracting Officer through a modification to the contract. Payment Terms and Invoicing Invoicing will be sent electronically through the VA s e-invoicing (Tungsten) system following each scheduled site visit. Invoicing must be submitted in compliance with FAR 52.212-4 g for certification. Privacy Statement Information Security: The C&A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.