J030--Source Sought Notice Generator Maintenance and Electrical Testing

Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Generator Maintenance and Electrical Testing This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement. Please provided at minimum the following: Company Name DUNS / UEI Number Business Size Capability Statement or other documentation that confirms your abilities in reference to the general requirements If you anticipate utilizing subcontractors how much work will be self-performed / performed by a similarly situated company or performed by others The Veterans Health Administration (VHA) is seeking to obtain a vendor with the abilities to provide generator maintenance and electric testing at the Leeds (Central Western Massachusetts) VAMC. Refer to the General Requirements section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. General Requirements: Generator and Electrical Testing, Maintenance and Repair Overview General Intent The VA Central Western Massachusetts requires a qualified vendor to provide all necessary labor, supervision, materials, tools, equipment, apparatus, transportation and permits necessary to provide generator and electrical testing, maintenance, and repair. Location of Facility: VA Central Western Massachusetts (VA CWM) (Edward P. Boland Veterans Affairs Medical Center 421 North Main Street Leeds, MA 01053-9764 All inspection and tests shall be in accordance with VHA Directive 1028 Electric Power Systems as well as the latest versions of the following codes and standards. The National Electric Manufacturer's Association - NEMA American Society for Testing and Materials - ASTM Institute of Electrical and Electronic Engineers - IEEE International Electrical Testing Association - NETA Maintenance Testing Specifications - MTS latest edition American National Standards Institute - ANSI C2: National Electrical Safety Code State and local codes and ordinances Insulated Cable Engineers Association - ICEA Association on Edison Illuminating Companies AEIC Occupational Safety and Health Administration OSHA National Fire Protection Association - NFPA NFPA 70: National Electrical Code NFPA 70B: Electrical Equipment Maintenance NFPA 70E: Electrical Safety Requirements for Employee Workplaces NFPA 78: Lightning Protection Code NFPA 101: Life Safety Code NFPA 110: Standard for Emergency and Standby Power Systems General Scope Items The following is a list of general scope considerations: All field work shall be scheduled at least 72 hours in advance with VA Point of Contact (POC) The site shall be left clean of all debris and hazardous materials. Coordinate with VA CWM HCS GEMS coordinator (Green Environment Management Service) for the signing of waste manifests. Installation of new parts shall meet the latest edition of the NFPA publications. Submit product data for all materials prior to installation to the VA POC for approval. All work shall be performed in accordance with Massachusetts DLS regulations and OSHA codes. CWM campus power systems are considered Level 1 for NFPA requirements Scope of Work After award, but prior to the start of any field work, the contractor shall contact the COR to review proposed methods and plans for completion of work and to review above ceiling and wall penetration permits. Field work may not commence until these plans have been approved as detailed below. In performing this contract, the contractor is responsible for preventing damage to equipment or material during testing. If testing causes any damage to equipment, the contractor shall procure exact replacement immediately to avoid work interruptions without obligation to the government. The contractor shall be responsible for implementing all final settings and adjustments in accordance with the manufacturer's specified values. If the manuals with sufficient information to perform the work are not available at the VAMC, the contractor shall obtain the original Maintenance and Operation Instruction Manuals, at no additional cost to the Government, and upon completion of the testing leave a copy with the VAMC staff. The contractor shall have a calibration program which maintains all applicable test instrumentation with rated accuracy. The accuracy shall be directly traceable to the National Institute of Standards and Technology. Dated calibration labels shall be visible on all tested equipment. The contractor shall provide an up-to-date instrument calibration instruction and procedure for all tested equipment. Work not performed due to difficulty of power shutdown or any other reason related to the working condition in the medical center shall be rescheduled at no cost to the Government. If any work in this contract requires that the emergency generators, automatic transfer switches or any other equipment that would impair the delivery of emergency electrical power to the effected loads be out of service for more than 4 hours, the contractor is required to provide a full rental backup generator. This generator will be sized appropriately to handle all maximum anticipated loads. The generator shall be installed to automatically serve the load of the out of service generator. This work shall be at no additional cost to the government. Contractor shall provide a quote for any and all miscellaneous repair services including hardware and consumables that are not part of this contract. The Contracting officer reserves the right to modify the contract to allow for repair at an additional cost. Electrical Testing Scope of Work The contractor shall perform visual and mechanical inspections, testing, calibration, and adjustment of the electrical equipment under this contract in accordance with but not limited to all applicable codes, standards, manufacturer s instructions and as outlined above. The contractor shall provide a list of critical spare parts needed in case of emergency. Testing shall be performed on the following equipment at intervals determined by applicable publications. Schedule of work shall reflect intervals of testing in accordance with listed publications and prioritized in order as listed below. Numbers for equipment listed below are approximate and site confirmation is encouraged. Intervals listed below are the maximum allowable times between Inspection Test and Maintenance (ITM). Provide a month-by-month breakdown of the electrical testing as listed below based on capability. Items are listed in order of priority. Period of 1 Year (2022-2023) 27 Transformers Annual visual inspection 36-month intervals (Due 2022) Alternating year (Every 2) oil change (Due 2022) Adjustable Trip Circuit Breakers 36-month intervals (Due 2022) 25 Main Distribution Switchboards 36-month intervals (Due 2022) 6 Motor Control Centers 36-month intervals (Due 2022) 36 Automatic Transfer Switches Annual inspection Molded Case Circuit Breakers 36-month (Due 2023) Medium Voltage Circuit Breakers 36-month (Due 2023) 1 Tiebreaker 36-month (Due 2023) 15 Medium Voltage Switches (Schedule to meet NFPA requirements and be coordinated with COR) Generator Testing The contractor shall furnish all labor, parts, tools, and equipment to perform preventive maintenance/repair and emergency repair response on all emergency generators located on site, Contractor shall be responsible to determine the nature and extent of any work required and to restore equipment to satisfactory condition and operation, as determined by VA, replacing parts as necessary. The scope of work consists of semi-annual and annual preventive maintenance, testing, repairs, and 7-day per week 24-hour emergency service for nine (9) generators: 1 450KW Cummins 5 350KW Kohler 1 350KW Caterpillar 1 150KW Onan 1- 1500KW Caterpillar The contractor's personnel shall report to the COR, or authorized representative, upon arrival at the medical center and again upon completion of the required work. Preventative Maintenance Test, evaluate, repair and service all components of the generators on a semi-annual and annual basis to accomplish the following: Ensure safe, reliable, and continued operation. Prevent breakdowns due to worn parts. Maintain generators above the point where deterioration begins. Preventative maintenance service may include (subject to manufacturer's specifications and industry standards), but is not limited to: (all lubricants, filters and parts shall be new and meeting OEM specifications) Replacing lube oil and filters Replacing fuel, coolant, and air filters Check coolant level and condition, protection rating and perform pressure test Inspect hoses and belts, adjust belts as necessary Inspect fuel supply system for any signs of leaking or deterioration Inspect exhaust system and condensation drain Check batteries and clean and protect terminals Check and adjust all engine and generator, shutdown and alarm systems Adjust voltage and frequency and confirm proper operation of gauges and AC metering systems Inspect transfer switch main contacts Check day tank and transfer pump for proper operation Check block heater operation and temperature Load testing After all service, any specific device cleaning, lubrication, adjustment, and/or part replacement performed shall be indicated on an accompanying service report. Repairs Repairs that are determined by the contractor to be beyond the scope of preventative maintenance shall be reported to the COR and CO for and a quote provided for approval prior to commencing repairs. Only CO may authorize funding and exercising options. These repairs shall be made using a firm fixed price labor rate IAW contract documentation. Any parts/materials shall be paid at a pre-established mark-up. If the repairs cannot be completed within twenty-four (24) hours, the contractor shall present a completion plan/schedule to the COR for approval within seven (7) days of discovering the deficiency. Emergency Emergency response time shall be four (4) hours to include nights, weekends, holidays. Documentation The contractor shall furnish a trip report to the COR within 48 hours of any visit; documenting work completed including locations visited, contracting personnel involved, and VA personnel who assisted. The contractor shall furnish three (3) copies of the completed test reports, either electronically or on paper, to the COR within three (3) weeks of inspection, testing, and/or calibration execution. The test report shall, at a minimum, include the following: Name of technician, contracting company and contact information Summary of work Description of equipment tested, to include SN and EE# Description of test Test results Conclusion and recommendations Referenced Publication (if applicable) Appendix, including appropriate test forms Any system components found defective shall be reported immediately to the COR. Where practical, NFPA templates and forms available for reporting shall be used. Site Access and Management Requirements The contractor shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the service contract. The testing firm shall be regularly engaged in the testing of electrical equipment devices, installations, and systems. The testing firm shall meet OSHA criteria for accreditation of testing laboratories, Title 29, Part 1910.7The testing firm shall utilize technicians who are regularly employed by the firm for testing services. The testing firm shall submit proof of the above qualifications when requested. The terms used here within such as Test Agency, Test Contractor, Testing Laboratory, or Contractor Test Company, shall be construed to mean the testing organization. The contractor shall have the following additional requirements before working on site: Contractor badge must be obtained and visibly worn by contractor or representative at all times while on campus Covid-19 Requirements (subject to frequent change): Approved surgical or 2-layer mask with no vent. Must be replaced when damaged or soiled Clear Face Shield or Safety Glasses in patient care areas Daily visit at check-in station for COVID and temperature screening Staff experiencing any symptoms of illness will refrain from any on-site work until asymptomatic Temperature checks are currently performed at building entry points. If at any time a contractor employee is found in deficiency of the above listed, a stop work order will be issued for safety of the campus. These requirements are applicable to all contractor employees and subcontractors working in and around campus building unless stated otherwise by COR. The contractor is ultimately responsible for the behavior of employees and subcontractors. Schedule All on-site work (including cleanup) shall take place during the following times, unless otherwise approved by the COR: 7:00 AM EST - 4:30 PM EST Monday through Friday Off-hour work for activities impacting normal operations or scheduling conflicts are generally 5:00 PM EST - 06:00 AM EST Monday- Friday and anytime Saturday and Sunday. Tests may be required to be performed during and after working hours or on weekends as indicated. Holidays excepted unless other times are arranged in advance and approved by the VA. Coordination The following tasks are anticipated to have significant campus impact or conflicts and may require special consideration and coordination to ensure satisfactory completion: If any exit has to be taken out of service to perform this work, coordination is required with the COR to ensure life safety measures are minimally impacted. Power shutdowns are required to be scheduled with the COR. The contractor shall provide a tentative schedule four (4) weeks in advance of the planned shutdowns. Once the tentative schedule has been reviewed and commented on by the VA a final schedule addressing all concerns shall be submitted to the VA two (2) weeks in advance of the planned shutdown. The VA must approve the final schedule before work can commence. Within reason the VA will honor the schedule, however, due to the dynamic nature of a medical center the schedule for a power shutdown may change as the working conditions change in the medical center. Work Location and Restrictions The work site location is at the Edward P. Boland Campus- VA Central Western Massachusetts Healthcare System. The contract work is intended to be limited to [Enter Site Location(s)]. When the contractor s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the COR. Project Safety The contractor shall have a designated safety representative who shall be present on site to ensure safety practices before testing. The contractor shall display warning signs to conduct specified tests safely. FAR Clause 52.236-13 subparagraph (f) is invoked: Penetrations of Fire and Smoke Barriers Prior to any installation of equipment, cables, power connections, conduit, piping or other work that penetrates a smoke or fire barrier, all such work must be approved by the site-specific Facilities Management Service (FMS) via the COR. An above ceiling/penetration permit must be secured from FMS prior to disturbing the integrity of the barrier. The permit must be available for inspection at the project location. After the work is completed, the penetration must be repaired (sealed) according to accepted practice and utilizing materials (including UL/FM-listed through penetration fire stopping materials) that meet the original barrier construction requirements in order to restore the designed specifications for smoke and fire compartmentalization. Upon completion of any penetration repair, a visual inspection for approval must be requested from, and completed by FMS. Parking Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in designated areas (subject to change). Parking in designated patient parking areas is strictly prohibited. Parking on grass is also prohibited. Parking for equipment necessary to perform the work will be authorized in advance of starting the project. Parking passes will be issued by the COR. Storage of Equipment and Materials The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be given to the contractor for their storage needs. Additionally, a contractor trailer is NOT permitted for this project. - The Contractor should schedule delivery of materials to limit the amount of storage space and time. The warehouse CANNOT accept or store deliveries. Debris Removal The Contractor/Installer shall be required to remove waste materials and debris daily (unless otherwise authorized by COR) from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. Site Utilities The Contractor/Installer should note this scope of work does not detail all existing structures, utilities, or components that may potentially interfere with the contract work required. The contractor shall note any obstruction, utility, or condition that may hinder or interfere with the execution of this contract and the contractor shall make provisions in their contract price to resolve such interferences and other conditions that may hinder the proper completion of the work. All proposed utility relocations, reallocations, and shutdowns shall be approved by the COR prior to commencing such work. The contractor shall verify all existing utility installations and take appropriate action prior to working around any potential utility installation. In the event a shutdown, restriction, or interruption of any utility services is required, a written request shall be submitted (at least 14 calendar days in advance) and approved by the VA COR. All utility shutdowns must be reviewed and approved by the VA. Material and Workmanship Quality All materials and workmanship shall comply with all codes, standards, and requirements of all Authorities Having Jurisdiction (AHJ). All work shall be done in accordance with contract terms and conditions and in a professional manner according to the best trade practices and to the satisfaction of the COR. This includes work performed by subcontractors. VHA Supplemental Contract Requirements for Combatting COVID-19 Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, contractors shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test that includes an affiliated telehealth service. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.