J030--Generator Preventive Maint. , Repair and Load Bank Testing Baltimore and Loch raven VAMC's 5 Year contract Seeking Qualified and Capable Vendors

Performance Work Statement (PWS) Title: Generator PM, Repair and Load Bank Testing at BT and LR Purpose: This purchase request supports the inspection and regular preventative maintenance on the 6 Cummins 750 KW emergency generators and 27 associated ATS in Baltimore, 1 emergency generator, (1) mobile generator and 1 ATS at Loch Raven BRECC. Scope of work: The Contractor shall provide all personnel, management, material, parts, equipment, supplies, labor, area clean-up and transportation to perform: Two yearly Inspections and maintenance on six (6) emergency generators and one (2) at Loch Raven. Inspect the associated automatic transfer switches (ATS) and perform a 4-hour load bank test on (6) emergency generators at Baltimore VA Medical Center and (2) at Loch Raven located in Baltimore, MD. The contractor must employ mechanics and technicians that are trained in the applicable codes, standards, and manufacturer requirements for maintenance and repair of generators and ATSs. The contractor must have at least 5 years experience satisfactorily performing such maintenance on comparable units, equipment, or systems. Failure of VA owned generator equipment due to malfunctions beyond the vendor's control, the vendor must have the ability to respond to an emergency call 24/7 and have the means to provide a temporary generator and all necessary connections to the appropriate building circuits within forty-eight (48) hours of known failure delivered on site with hookup. Once per year: Oil changed and oil filter(s) changed on each generator. Oil analyzed before oil change. Diesel Fuel analyzed in each day tank. 4-hour load bank test on each emergency generator (7-each). The load bank testing must be coordinated with and approved by VA COR. Twice per year: Fuel tanks and lines to be inspected for the purpose of determining if excessive sludge or rust is collecting. All fuel filters and sediment bowls to be cleaned or changed as per manufacturer recommendations. Check entire equipment for fuel or coolant leaks. Check the water pump, hoses and clamps, belts for damage. Check condition of batteries and report any action necessary for recharging or replacing. Add electrolytes as necessary. Not all batteries are sealed type. Check battery chargers for proper operation. Inspect air filters and make recommendation to replace or not. Check automatic transfer switches (27 each) for proper operation and lubricate all moving parts therein. Check all instruments for proper operation and simulate engine safeties for proper operation. Check supplemental coolant additives (SCA) and add proper amount of treatment for each cooling system. Test refill pumps inside of day tanks for proper operation. Check heater block system on generator. Provide check list to the COR of all checks performed and all test performed. After the complete maintenance procedure is accomplished, the vendor will make written recommendations of additional work/repairs if required. The vendor will clearly write the material/labor cost estimates of additional work/repairs. After each service on all of the above, run generator and conduct test under load. The test under load must be coordinated in advance and approved by COR. References: The contractor shall adhere to the following standards and guidelines (latest edition): NFPA 99 Healthcare Facilities Code NFPA 110, Standard for Emergency and Standby Power Systems. NFPA 70, National Electrical Code DEFINITIONS/ACRONYMS Contract Discrepancy Report (CDR): A report that the Government shall complete and issue to the Contractor when service is unsatisfactory and not in compliance with the terms and conditions of the contract. The Contractor is required to complete and return this form to the COR whenever performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, the cause of the unsatisfactory performance, how performance will be returned to acceptable standards, and how reoccurrence of the problem will be prevented in the future. Contracting Officer (CO): The individual with the authority to enter into, administer, and/or terminate contracts. The CO is the exclusive Government official authorized to execute changes and deviations or variations in the contract. Contracting Officer's Representative (COR): A Government representative, designated in writing by the Contracting Officer, to be responsible for quality assurance, inspection, surveillance, documentation and acceptance of the Contractor's performance. A copy of the letter of designation will be provided to the Contractor. Preventive Maintenance (PM): Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. To clean, lubricate, calibrate, test and replace faulty or worn parts and/or parts which are likely to become faulty, fail or become worn, repair or adjust components, or assemblies of components as necessitated by wear, tear, damage, or failure of parts, returning the equipment and/or instrument to the operating condition defined in the manufacturer s specifications. Repair Cost Estimate: The Contractors estimated cost (for parts, labor and freight) to repair a system according to manufactures' specifications and requirements. Time: When hours are given it shall mean clock hours exclusive of Saturdays, Sundays and Holidays unless otherwise specified (i.e., 1:00 P.M. Monday to 1:00 P.M. Tuesday equals 24 hours; 12:00 P.M. Friday to 12:00 P.M. Monday equals 24 hours). If days are indicated it shall mean calendar days including Saturdays, Sundays and Holidays. Rework: Any work the Contractor is required to accomplish due to unsatisfactory performance or nonperformance in accordance with the stated quality and level of effort specified in the contract. Rework is performed at no additional cost to the Government. ESR. Vendor Engineering Service Report. A documentation of services rendered for each incidence of work performance under the terms and conditions of the contract. Acronyms. Commonly used acronyms are listed below: FSE: Field Service Engineer AQL: Acceptable Quality Level IAW: In Accordance With QA: Quality Assurance QC: Quality Control PWS: Performance Work Statement VA: VA Medical Center CO: Contracting Officer COTR: Contracting Officer s Technical Representative FES: Facilities and Engineering Service ESR: Engineering Service Report ATS: Automatic Transfer Switch PREVENTIVE MAINTENNANCE REQUIREMENTS: The Contractor will contact the COR to schedule a PM at least seven (7) calendar days prior to the proposed date. Schedule changes required by the Government after approval shall be made at no additional cost if notice is provided to the Contractor five (5) calendar days or more prior to the scheduled date of accomplishment. Inspection work must be coordinated through the COR who is: Brandon Johnson Healthcare Staff Engineer Maintenance/Operations Facilities and Engineering Service 10 N Greene Street Baltimore, Maryland Telephone: (+1 (555) 000-0000) CONTRACTOR PERSONNEL: Personnel Experience. All work shall be performed by competent mechanics, experienced and qualified to work on the specific makes and models of equipment listed in this contract. The Contractor shall submit to and for the approval of the Contracting Officer, certification and a list of credentials of the approved mechanics. Personnel shall have a minimum of three (3) years recent experience related to this work. The contractor must provide a list of three (3) reference contacts that have been provided service on similar or identical equipment. The contractor must provide authenticated factory training certificates or credentials (or acceptable substitute as approved by the COR) for any personnel who are working on any VA equipment. The VA specifically reserves the right to reject any of the contractor s personnel and refuse them permission to work on VA equipment. Contractor must assure that all employees of awarded vendor must have safety training and be up and certified on OSHA 10 hour training. One employee per team must have completed the 30 hour OSHA training. Conduct of Personnel. The Contractor shall ensure that his personnel present a professional appearance at all times and that their conduct shall not reflect discredit upon this facility or the Department of Veterans Affairs. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. All employees shall be legal residents of the United States and be able to understand, speak, read and write the English language. Identification of Employees. : The Contractor shall within 10 calendar days before beginning performance of work provide the Contracting Officer a list of all employees who will perform under this contract. The list shall include the full name, and work assignment of each employee. The Contractor shall notify the Contracting Officer in writing of any addition, deletion or change in work assignment within 10 days of such change. Each of the Contractor's employees shall conspicuously display on their person a badge provided by the Contractor that shall include the full name of the employee, the name under which the Contractor is doing business and a badge serial number. HOURS OF OPERATION: Normal Duty Hours. The Contractor shall have employees available Monday through Friday, except legal public holidays at the times specified to perform routine work and inspections. All work will be performed between the hours of 7:00 a.m. and 4:00 p.m. on the prearranged dates. Federal Holidays observed by the VA are: New Year s Day; Martin Luther King Day; President s Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas. INSPECTION AND ACCEPTANCE Final inspection and acceptance by the Government shall be made at the site of each system. However, final inspection and acceptance do not preclude the Government's right to inspect completed work prior to shipment from the Contractor's shop nor does it waive any rights of the Government. Unsatisfactory service will be reported in writing by the CO to the Contractor. Telephone Answering Service: The Contractor shall maintain, at his own expense, a dedicated (tie-line) toll-free telephone answering service for the exclusive use in the performance of this contract. This answering service shall be monitored during normal work hours as identified in the specifications. Radio Dispatch System: It is recommended but not mandatory that the Contractor utilizes a radio dispatch system for directing and dispatching personnel in response to maintenance service calls. In the event the use of radio dispatch is elected for use; it shall be the Contractors responsibility to obtain all permits, licenses, frequency allocations and antennas, all accessories necessary for send or receive operation at no additional cost to the Government. An expanded radio system could possibly be utilized in conjunction with or instead of the telephone answering service described in the paragraph above. REMOVAL AND/OR DISPOSAL Removing Government-Owned Material: All property removed remains the property of the U.S. Government and shall be returned by the Contractor to a place of storage as designated by the CO or COR. Salvage: Items received by the Contractor that are non-repairable because of condition, or declared unfit for economical rehabilitation by the Contractor, shall be returned to the Government. All salvage remaining in the Contractor's shop shall remain Government property and may be used for repair of any Government-owned equipment when released by the CO. The Contractor shall be required to maintain an accountable record of inventory upon completion of the maintenance contract. Inventories will not be disposed of by the Contractor without inspection and written approval of the CO. Salvaged parts used in the repair of any government owned equipment shall be treated by the Contractor as Government furnished material and reflected as same on Contractor's invoices when submitted for payment. All salvage in the possession of the Contractor, upon expiration of the contract, will be returned to the Government within thirty (30) days after such expiration. FIRE PREVENTION AND PROTECTION: The Contractor shall fully acquaint himself and his personnel with the location of fire equipment before work take all prudent measures to minimize fire hazards that result from work, complies with all ordering agency fire and safety regulations. CLEANING UP: The Contractor shall clean up after work, leaving each area where work is performed, neat and clean. All containers, trash and debris for which he is responsible shall be removed. HAZARDOUS CONDITIONS: During the course of performing work under this contract, should the Contractor find serious or hazardous conditions existing with or in any of the equipment the Contractor shall secure the equipment and immediately notify the COR. CLEANLINESS: The area immediately around the equipment provided for the Contractor s use shall be kept in a clean and orderly condition. Trash and waste material shall not be permitted to accumulate, but shall be removed by the Contractor s employees. SERVICE MANUALS: The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSEs all operational and technical documentation, (such as: operational and service manuals, schematics, and parts lists), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. INSURANCE: Worker compensation and employer s liability. Contractor and any subcontractor covered under this contract are required to comply with applicable Federal and State Worker s Compensation and occupational disease statutes. General Liability. Contractor and any subcontractor covered under this contract are required to have Bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. Property Damage Liability. Contractor and any subcontractor covered under this contract are to have Property Damage Liability insurance coverage of at least $500,000. Contractor shall provide proof of liability insurance within five (5) days after contract award. SMOKING POLICY: Both Campus are smoke free BILLING AND PAYMENT: Each invoice shall contain the documentation required by OB10. The invoices shall be itemized to contain the equipment s identifier. When parts are furnished by the Government, they shall be itemized on Contractor's invoice at no-cost and indicated as Government furnished parts. Contractor will forward invoices to the following address, in arrears electronically to: Vendor Electronic Invoice Submission Methods: Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en/ Tungsten direct vendor support number is +1 (555) 000-0000 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review How to Create an Invoice within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact: Department of Veterans Affairs Financial Service Center: Tungsten Support Phone: +1 (555) 000-0000 Website: http://www.tungsten-network.com/uk/en/ Email: contact@example.gov