J059-- Emergency Generator/ Switchgear Maintenance and Repair Base Plus Four (4) Option Year

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following services: Emergency Generator Maintenance in support of the Mann-Grandstaff VA Medical Center at the Spokane, WA Campus. The Contractor shall furnish all necessary parts, materials, labor, tools and equipment, and travel as necessary to VAMC Spokane hospital campus (travel to and from VAMC Spokane for all service visits shall be at no additional charge to VAMC Spokane) to provide on-site annual maintenance, three-year maintenance, maintenance repair, emergency repairs, Fuel Polisher and Day Tank maintenance, Switchgear testing along with testing and reporting. All replacement parts must be OEM Caterpillar parts, and all work is performed ONLY by Caterpillar, Schweitzer, and Eaton certified technicians with current certifications. The Contractor upon receiving notification of repairs needed to be done must respond within 48 hours to site needing the work and have equipment repaired unless a part is needed to be ordered. The emergency generators and switchgear equipment are specialized components that require OEM specialized personnel that have the proper programming access with highly technical skillset to conduct maintenance and repairs needed. This requirement is a Base year plus four (4) Option Years contract. 52.217-8 will be incorporated into the procurement for a six-month additional option (if necessary). All services and repair work must be conducted by OEM specialized personnel and Caterpillar, Schweitzer, and Eaton certified technicians. In response to this Sources Sought please submit validation of OEM Caterpillar, Schweitzer, and Eaton-certified technicians. Government will consider a single source procurement if this sources sought shows only one vendor is capable to provide the OEM Caterpillar, Schweitzer, and Eaton-certified technicians. Project Location This service needed is located at the Spokane, WA of the Mann-Grandstaff VA Medical Center. The address is: Mann-Grandstaff Veteran Affairs Medical Center 4815 N. Assembly Street Spokane, Washington 99205 Contract Specifications (Draft Version) Generator Equipment: MANUFACTURE Model Serial # Site Name QTY Caterpillar 3512C SBG00862 VA Gen#26599 1 Caterpillar 3512C SBG00880 VA Gen#26600 1 Caterpillar 3512C SBG00881 VA Gen#26601 1 Associated Switchgear: Make Model Serial # Voltage Site Name ISO Switchgear SWG36310 480 VA Gen#26599 ISO Switchgear SWG36310 480 VA Gen#26600 ISO Switchgear SWG36310 480 VA Gen#26601 MANUFACTURE Model Part Number Site Name QTY SCHWEITZER 547 GEN INTERCONNECTION RELAY 05470X155XXX2XX Generator Control Section Bldg. 38& 39 3 SCHWEITZER 700G GEN PROTECTIVE RELAY 0700G11A0X0X76850200 Generator Control Section Bldg. 38& 39 3 SCHWEITZER 751A FEEDER PROTECTION RELAY 751A01ABB0X0X850200 Generator Control Section Bldg. 38& 39 3 SCHWEITZER 751A FEEDER PROTECTION RELAY 751A01ABB0X0X850200 Generator Control Section Bldg. 38& 39 1 On-site Annual Generator Maintenance The Contractor shall provide only by Caterpillar, Schweitzer, and Eaton certified technicians with current certifications are to work on said equipment. Technicians of skilled personnel with the technical qualifications to perform maintenance, repair services and testing on the highly sophisticated all VA Spokane generators, Switchgear and associated equipment listed below. The Contractor shall ensure service is provided by a Caterpillar, Schweitzer, and Eaton Power certified technicians. Certified means that they are trained in all aspects of the systems with the required access to the Eaton power program access and privileges to effect program changes and troubleshooting from electrical specification and performance to fault-finding and health and safety practices. Certified Technician shall be a certified and approved by the Caterpillar generator manufacturer. The Contractor shall perform a load bank test event for each unit for a duration of 1 hour under 100 percent load, to include a 15-minute warm-up period and a 15-minute cool down period. Maintenance shall be performed once a year at internals of approximately twelve (12) months; exact date shall be determined by VAMC Spokane Engineering Service (ES). Switchgear Service: The baseline level of maintenance that shall be performed on the three switchgear assemblies and controls shall comply with the 2016 edition of NFPA 70B. VA recognizes that NFPA 70B covers all facets of electrical maintenance for clarification purposes, the contractor is responsible to perform maintenance on the following items within the switchgear and its controls: Circuit breakers and trip units, Busing, Generator and switchgear controls, Enclosure housings, Filters, Current transformers, potential transformers, control power transformers, Protective relays and Lighting internal of the switchgear housing. Switchgear Service Schweitzer components. Contractor shall be responsible to ensure the proper operation of all switchgear actions necessary to support proper operation of the generators and load bank. Contractor shall ensure a Schweitzer Factory Authorized representative completes all periodic testing, maintenance, and calibration of Schweitzer components. Bench testing of circuit breakers is not required as part of this service, however, testing of Schweitzer protective relays and trip units is required. Schweitzer components include SEL-351A, SEL-547, SEL-700G, SEL-751A, and these shall be tested, calibrated, and maintained on an annual schedule. The VA recognizes that NFPA 70B is a minimum standard developed by NFPA and that to support the site s critical mission the level of maintenance required to support the equipment needs to be increased. The contractor shall conduct the following additional services to provide an increase service level for the generator sets: The Contractor shall annually demonstrate the switchgears ability to perform all the designed sequences of operation, excluding Programmable Logic Controllers (PLC) failures. The Contractor shall replace control indicator lights on an as needed basis without need for cost approval from VA. After completing repair-oriented and repair-preventative services under this contract, the Contractor shall provide a detailed written report containing information on the work performed, parts utilized, suspected causes of component failures, and further recommendations to enhance equipment readiness status to the Facility Manager. The Contractor shall send a copy of this report the facility manager NLT 10 days from repair of system. A report provided by the Schweitzer Factory Authorized representative shall be included as an addendum to this report. Work sequencing: The Contractor shall perform generator inspections and or maintenance one generator at time. Two generators shall remain fully functional and capable of operating in case of emergency always. Generator Maintenance shall be done during regular working hours of 6:30 am through 4:00pm, Monday Friday, except weekends and Federal Holidays. All repairs are performed during these hours of coverage unless requested or approved by the VA Point of Contact (POC) designee as outlined in emergency work. Upon notification of work, required Contractor shall respond by 48 hours to perform scheduled annual maintenance or repair equipment, except as noted in the emergency call back. Three-Year Maintenance and Inspection Services: The Contractor shall provide Caterpillar, Schweitzer and Eaton certified skilled personnel with the technical qualifications to perform maintenance, repair services, testing, and inspections on all VA Spokane generators and associated equipment listed below. All replacement parts are OEM Caterpillar parts, and all work is performed by Caterpillar, Schweitzer, and Eaton certified technicians. Perform and complete On-site Annual Generator Maintenance (6. Specific Tasks), to include all items described in the VAMC Spokane Annual Generator Requirement checklist. Generator Check for moisture, dust, oils, greases, and debris on main stator windings, exciter, and PMG. Clean as needed. Cooling System - Drain, clean and flush. Replace thermostat(s). Refill with coolant solution and conditioner. Hoses and Belts Replace all heater hoses coolant pipe seals and fan and alternator belts Batteries - Battery replacement, replace the 4 engine starting batteries with Caterpillar maintenance free batteries. Fuel Sample- Fuel sample, required by health care facilities. Take fuel oil samples and analyze. Turbocharger - Inspect/Check; Inspect for proper operation. Check the end play and radial clearance on the turbine wheel and shaft. Document readings. Engine - Perform a complete engine adjustment and tune-up; Refer to the Service Manual. Generator Bearing Inspect generator bearing and bracket. Lubricate generator bearing; refer to Generator Service Manual. Load bank test, includes performing a 4-hour load bank test using the hospitals on site load bank and documenting the engine vitals every 15 minutes. Oil Change, replace the engine lube oil filters, primary and secondary fuel filters, and obtain lube oil sample. On-Site Maintenance Repairs: The Contractor shall respond to an equipment failure within four (4) hours or less of a call by VAMC Spokane for unscheduled or emergency on-site service. Unscheduled service calls shall be invoiced on hourly basses in accordance with the Quotation Form. The Contractor acknowledges that failure to respond to an emergency call could affect patient care and hospital operations. The Contractor shall agree to make his best effort to respond to emergency calls for Generator service as quickly as possible. VAMC Spokane shall be provided with unlimited telephone support, 24 hours a day, 7 days a week, including weekends and holidays. Any non-consumable or non-warranty parts used during a service visit shall be pre-approved by the VA POC and billed using the Contractor s current price list at the time of usage. The cost to the VAMC Spokane of new material shall be that actual charge the Contractor as substantiated by vendor s invoices plus the percentage bid. The Contractor shall maintain sufficient parts and supplies to service and repair the VAMC Spokane Generators. Travel to and from VAMC Spokane for all service visits shall be at no additional charge to VAMC Spokane. Expenses incurred to repair items that have been warn in a manner consistent with their normal usage shall be repaired at no additional charge. Service reports for each scheduled and un-scheduled site visit shall be prepared by the service engineer and provided to VAMC Spokane on the same day as the service visit. The service report shall describe all work performed during the site visit and any parts used during the preventative and/or emergency maintenance service. Submit a written report to VAMC, and advice of any further work required. Annual Service & Maintenance Simplex Fuel Polisher & Day Tank Maintenance: The Contractor shall provide all parts and labor to replace the filters on the Generator Fuel Polisher Simplex Smart Filter units once a year. Conduct an operational check after all filters elements are replaced. Before departing ensure fuel polisher system is restored to normal operations run at least 800 gallons through the filter system to ensure operations is 100 percent satisfactory. OEM Parts required: 1 EA - P/N 211338 - - - - - Filter 1 EA - P/N None - - - - - - - Pre-Filter RVFS-1 Separator Element 10 micron(SP-15405) 1 EA - P/N 27000406 - - - RVFS-1 Separator Element 05 micron 1 EA - P/N 27000404 - - - RVFS-1 Coalesce Element 05 micron 1 EA P/N None - - - - - - - - Final Filter RVFS-1, Separator Element 01 micron (FP-14601) Day Tanks / Three (3) Total: Drain water and sediment from each tank. Remove and inspect port cover from the Day Tank. Examine the interior of the Day Tank. Using and inspection lamp examine all Day Tank components. With the tank drained test all sending units for proper operation. Install a new inspection port gasket and replace the inspection port cover. Press the test fill push button and observe pump and motor performance. Inspect pump/motor alignment and wear. Inspect pump for leaks. Retighten hose clamps at pump/hose connections. Retighten the pump bracket, motor bracket, and pump/motor coupler hardware. Inspect all plumbing connections for leaks. Test all options and fuel level alarms for proper operation. Retighten all electrical connections. Items of Work: For the unit prices bid, the Contractor shall provide all necessary labor, material, and equipment to provide VAMC Spokane with competent service and preventative maintenance program, testing support and consulting services to maintain the Generators. Routine Service & Maintenance Annual Site Visits: The Contractor shall provide one (1) visit to each generator to provide yearly service and preventative maintenance, testing support and consulting services to maintain the VAMC Spokane Generators. Three (3) Year Service, Maintenance & Inspections: The Contractor shall provide one (1) visit to each generator to provide 3 yearly service and preventative maintenance, testing support and consulting services to maintain the VAMC Spokane Generators. Servicing of Corrective Maintenance of Generators: The Contractor shall provide at least one (1) man and one (1) fully equipped vehicle to replace or repair defective components of the Generators. Servicing for Emergency Corrective Maintenance of Generators: The Contractor shall provide one (1) man and one (1) fully equipped vehicle to respond to emergency calls from the VAMC Spokane to trouble shoot and/or replace or repair defective components of the Generators. This shall be based upon daily overtime hours and shall be based upon Saturday, Sunday and Holiday overtime working hours. The Contractor shall provide additional manpower as required to trouble shoot and / or replace or repair defective components of the Generators. In general, this item will be paid for when one (1) man working alone cannot safely or adequately perform the required emergency work. This shall be based upon regular working hours, overtime hours and Saturday, Sunday and Holiday overtime working hours. Materials: The Contractor shall provide materials required to replace and / or repair material found to be defective. The cost to VAMC Spokane of new material shall be that charged the Contractor as substantiated by vendors invoices. Non-Consumable Replacement Parts: Non-consumable replacement parts furnished shall be essentially the standard product of the original generator manufacturer. Any substitution for original replacement parts shall be with an equivalent or a better product. The replacement part may be acceptable if it meets or exceeds all the requirements of the original part and that such substitute will not materially alter the original basic design. Changes in Design and /or Substitution of Replacement Parts: If, during replacement and/or repair of defective parts, it is found expedient by the Contractor to modify or change the design of any part of the generators, including the equipment or any part thereof, completely detailed and checked working drawings showing the proposed changes are to be submitted to the Owner for review and approval. Any permitted modification or change of design as set forth above is to be at the sole discretion of the Owner. Approval of such changes does not release the Contractor from his obligation or guarantees, nor are any of the conditions of the Agreement abrogated thereby. Any additional costs, including redesign costs to this Contract resulting from these changes, are to be borne by the Contractor. Replacement Parts Guarantee: All replacement parts, materials, and workmanship furnished shall be guaranteed by the Contractor to perform the services required of them, to the full expectations and/or satisfaction of the Owner in accordance with recommendations from original equipment manufacturer, for a period of one (1) year from the date of installation and acceptance. The Contractor service shall ensure that the equipment functions in conformance with the manufacturer s specifications. Maintenance and repair procedures shall be in accordance with the manufacturer s specifications. Reporting Requirements The Contractor upon receiving notification of repairs needed to be done must respond within 48 hours to site needing the work and have equipment repaired unless a part is needed to be order. The Contractor MUST report to Engineering Service Boiler Plant Bldg. 2 to log in, this check-in is mandatory. When the service is completed, the Field Service Engineer (FSE) must document services rendered on a legible Equipment Service Report(s) (ESR). The FSE must be required to log out with Engineering Service Boiler Plant and submit the ESR(s) to the VA POC. All ESRs must be submitted to the VA POC for an authorization/acceptance signature. If the VA POC is unavailable, a signed, authorized copy of the ESR will be sent to the VA POC or VA Budget Technician after the work can be reviewed (if requested or noted on the ESR). Potential candidates having the capabilities necessary to provide the above stated services are invited to respond to this Sources Sought Notice via e-mail to Quyen Mai at contact@example.gov no later than 09 November 2023 by 12:00 PM Eastern Time. No telephone inquiries will be accepted. RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: company name, address, business size; SAM UEI, point of contact name, phone number, and e-mail address; capability statement and if the services are available on a current GSA Federal Supply Schedule contract. All services and repair work must be conducted by OEM Caterpillar, Schweitzer, and Eaton Power-certified technicians. - In response to this Sources Sought, submit validation OEM Caterpillar, Schweitzer, and Eaton Power-certified technicians and the required response time within 48 hours upon receiving notification to site needing the work and have equipment repaired. NAICS Code 811310 is applicable to determine business size standard of $12.5 Million. Any questions or concerns may also be directed to Quyen Mai via e-mail. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time. Government may conduct a single source procurement if only one vendor is identified to meet the requirement.