J036--Emergency Generator Repair services

Page 3 of 3 NOTICE OF INTENT TO SOLE SOURCE Caterpillar Generator Maintenance and Repair Service Jackson, MS The Veterans Health Affairs, Network Contracting Office 16, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide maintenance and repair service for six (6) caterpillar generators as described below in the statement of work. The government is contemplating a Base + four (4) option period Firm Fixed Price contract to satisfy this requirement and meet the needs of the patient population at the G.V. (Sonny) Montgomery VA Medical Center, Jackson, MS. Performance Work Statement Emergency Generator PM/Repair Service Part I General Requirements 1. BACKGROUND: The G.V. (Sonny) Montgomery VA Medical Center located in Jackson, MS 39216 is requiring a service contract for inspection, preventative maintenance services, and repair services for six Caterpillar generator engine sets that serve as emergency backup generators for the facility. 2. Scope of Work: The Contractor shall provide all parts, labor, equipment, and travel to perform inspections, preventative maintenance services and repair services to six Caterpillar generator engine sets for a period of five years at the Jackson VA Medical Center. Contractor provided parts/fluids shall include but are not limited to cleaning fluids, gaskets, seals, glycol engine coolant, coolant condition The contractor shall provide two (2) annual service level inspections and preventative maintenance services on each Caterpillar generator listed in Table 1. This contract shall include one (1) Level 1 (July) and one (1) Level II (January) inspection and preventative maintenance service annually oner, fuel filters, engine oil, engine oil conditioner, engine oil filters, air filters, block heaters, batteries, gauges, switches, and belts. Contractor will provide emergency repair services to include parts, labor, and travel. for each generator. All expended fluids and materials shall be disposed of in accordance with applicable state and federal EPA guidelines. Contractor will provide emergency repair services to include parts, labor, and travel at a cost up to $10,000.00 per year of contract for the six generators in Table 1. A detailed estimate for any repair calls will be submitted to the COR prior to work. A detailed invoice will be given to COR upon completion of work. Costs that exceed the $10,000.00 threshold will be submitted to the COR for approval prior to any work. Repair service shall be scheduled in a timely manner with the COR as not to disrupt facility operations. 3. Performance Period: The performance period shall include (1) base period and four (4) (12) month option periods. Part III Deliverables Service Schedule: Level I services shall be scheduled and performed during the month of July for each performance period. Level II services shall be scheduled and performed during the month of January for each performance period. The contractor shall coordinate the actual service dates with the COR. Level I Inspection and Preventive Maintenance: Inspect and check overall condition of generator system including cooling, fuel, air induction, exhaust, lube oil, starting, engine safety control, and control panel systems. Perform comprehensive engine oil sample, test the operation of the engine and generator control systems, check the functional operation of automatic transfer switches (14 each) and examine and comprehensively update maintenance records. Level II Inspection and Preventive Maintenance: Inspect and check overall condition of generator system including cooling, fuel, air induction, exhaust, lube oil, starting, engine safety control, and control panel systems. Perform comprehensive engine oil sample, test the operation of the engine and generator control systems, check the functional operation of automatic transfer switches (14 each) and examine and comprehensively update maintenance records. Cooling System: Check anti-freeze and maintain proper coolant levels and replace at regular intervals per manufacturers recommendation or every two years. Check block heater and replace if not functioning to recommended temperatures. Inspect for leaks and repair as needed. Belts and Hoses: Inspect all belts and hoses and replace all belts and hoses per manufacturers recommendation, as needed, or every two years. Fuel System: Replace all engine fuel filters and day tank fuel filters annually. Inspect for leaks and repair as needed. Lube Oil System: Change oil and oil filters at manufacturers recommended intervals, perform oil testing, and provide test results. Inspect for leaks and repair as needed. Air System: Replace all engine air filters per manufacturers recommended intervals or every two years. Inspect and clean crankcase breather. Engine and Generator Safety Controls: Check all gauges and switches, repair or replace any broken gauges or switches. Battery Charger control Panels and Batteries: Clean and inspect batteries, battery chargers, inspect and top-off battery fluid levels, etc. Battery fluids are defined as distilled water and battery acid only. Perform battery testing and provide test results. Replace batteries per manufacturers recommended interval or every two years. 6. POINT OF CONTACT: The contractor shall provide a point of contact for the administration of the purchase order. Name: Title: Telephone Number: Email: 7. QUALITY ASSURANCE: The Contractor must be certified and licensed to perform the necessary work. 8. SAFETY REQUIREMENTS: The Contractor shall perform work in accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property. 9. INSURANCE REQUIREMENTS: The parties agree that the Contractor s personnel working on this purchase order shall not be considered VA employees for any purpose and shall be considered employees of the contractor. The Contractor shall be responsible for providing: a. Workers Compensation. b. Professional liability insurance. c. Health examinations. d. Income tax withholding. e. Social Security payments 10. EDUCATION/TRAINING: The contractor shall provide the following certification/documentation to the Contracting Officer Representative: State of MS license and certifications. Caterpillar Certified Technician 11. CHANGES: The awarded Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price, or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the purchase order price to cover any increases. 12. REPORTING: For services to be performed during normal working hours, the contractor shall report upon arrival to the shall check in with the Electrical Supervisor or COR before performing any work and before proceeding to the job site. This check in is mandatory. Weekly reports to be provided to the COR and all dailies due at completion of the project. Warranty letter due at the completion of the project 13. WARRANTY: Contractor shall provide a one (1) year warranty all equipment/services covered in this contract. 14. CONFORMANCE STANDARDS: Services shall be performed, and equipment shall function in conformance with all VA safety standards, manufacturer s/industry standards, the latest published edition of NFPA-99, FDA, OSHA, JC, and other applicable national standards. 15. SMOKING POLICY: Smoking is not permitted within or around the VA except in designated areas. 16. BADGES AND PARKING: (a) All Contractor personnel are also required to wear Vendor ID Badges noting Contractor Name, Personal Name, and Photo of Contractor personnel. (b) It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the individual VA Healthcare System Police Station. VA shall not validate or make reimbursement for parking violations of the Contractor's personnel under any circumstance. 17. HOURS/NATIONAL HOLIDAYS: The contractor shall perform the services as specified herein Monday through Friday except for National Holidays. National Holidays: New Year's Day January 1st Martin Luther King's Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th Responses must be submitted by 3:00 PM (CST) Friday June 24, 2022. Responses to the information requested above may be submitted via email to contact@example.gov. DISCLAIMERS This Notice of Intent to Sole Source does not constitute a solicitation. All information received in response to this notice that is marked proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e). Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. This Special Notice of Intent to Sole Source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.