VA Gulf Coast Veterans Health Care System (Biloxi VAMC), Biloxi, MS
1. Purpose
This Sources Sought Notice (SSN) is issued solely for market research under FAR Part 10 and VHA guidance. The Department of Veterans Affairs (VA) seeks to identify capable firms particularly VetCert-certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs) that can provide comprehensive preventive maintenance (PM), inspections, emergency response, and annual load-bank testing for the Biloxi VA Medical Center (VAMC) emergency/standby generators. This is not a solicitation and no contract will be awarded from this notice.
2. Background (Synopsis of Requirement)
Biloxi VAMC operates a fleet consisting of thirteen (13) building backup generators and four (4) campus primary backup generators (two Kohler and two Cummins Onan) with associated paralleling gear. Required services include quarterly and annual PM in accordance with OEM recommendations; verification of monthly building load tests meeting at least 30% of generator nameplate; annual load-bank testing for units that do not parallel/export to the utility; emergency corrective maintenance; deliverables (service and inspection reports, oil/coolant analyses); and the capability to remotely start/stop the four primary backup generators (Buildings 92, 93, 94, 95) annually.
3. Anticipated Codes
NAICS 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance. Alternate NAICS may include 238210 Electrical Contractors and Other Wiring Installation Contractors. Final NAICS will be confirmed at solicitation.
PSC J061 Maintenance, Repair, and Rebuilding of Equipment: Electric Wire and Power Distribution Equipment. Other related PSCs may be used depending on final scope.
4. Scope Summary (Key Technical Tasks)
Quarterly PM: Comprehensive inspections and functional testing (alarms/shutdowns, annunciators, day tanks, hoses, radiators/fans, block heaters, batteries/chargers, governor and fuel systems, generator electrical connections, louvers/exhaust, isolators). Collect oil and coolant samples with laboratory analysis; update filters per hours/analysis; verify monthly building load tests achieve 30% of nameplate; document all results.
Annual PM: Annual services in addition to quarterly scope change engine oil and filters; service crankcase breather; inspect/replace air filters; replace fuel filters; verify remote start/stop capability for the four primary backup generators (Buildings 92, 93, 94, 95).
Load Banking: Coordinate testing during April; conduct annual load-bank tests for thirteen (13) units that do not parallel/export to utility; provide documentation meeting NFPA 110 and The Joint Commission standards.
Emergency Response: Acknowledge service calls within 4 hours; dispatch fully qualified technicians within 14 hours; restore equipment to full service within 48 hours of arrival (unless extenuating circumstances).
Technician Qualifications: Minimum one-year trade school plus five (5) years of successful experience on institutional/industrial diesel generators similar to Biloxi VAMC units.
Parts & Materials: Provide OEM-authorized repair parts and services; comply with OSHA/VA safety requirements including confined space and Lockout/Tagout plans. Kohler proprietary hardware/software are excluded per SOW.
5. Submission Requirements (Capability Statement)
Interested firms shall submit a capability statement (maximum 10 pages, excluding cover and appendices) demonstrating the ability to perform the described services. Responses must include:
Business information: UEI, VetCert status (SDVOSB/VOSB), other small business categories (WOSB, HUBZone, 8(a)), primary NAICS, and current SBA size status, GSA schedule if applicable.
Relevant past performance: At least three (3) projects within the past five years maintaining, inspecting, and load-banking diesel emergency generators 150 kW, including units at 208 V, 480 V, 4,160 V, and 12,470 V. Include customer, contract number, scope, kW ratings, voltages, and period of performance.
OEM credentials: Evidence of OEM authorization/certification (e.g., Kohler, Cummins Onan, Caterpillar, John Deere) to perform warranty and non-warranty service, and access to OEM technical manuals/software as applicable.
Technician qualifications: Statements/resumes showing at least one-year trade school and five years of experience on institutional/industrial diesel generators; evidence of training on applicable models.
Remote start capability: Description and evidence demonstrating the ability to remotely start/stop the four primary backup generators (Buildings 92 95) annually, including controls interface, safety measures, and test procedures.
NFPA 110 & Joint Commission compliance: Narrative describing maintenance/testing program aligned to NFPA 110 (weekly/monthly inspections, monthly 30-minute 30% nameplate or OEM exhaust-temperature equivalent; annual supplemental load-bank if required; triennial continuous test for Level 1 systems) and The Joint Commission requirements; include sample logs and checklists.
Emergency response plan: Plan confirming acknowledgement 4 hours, on-site 14 hours, restoration 48 hours, with escalation contacts, coverage map, and spare parts strategy.
Safety programs: Confined Space Entry plan (29 CFR 1910.146), Lockout/Tagout (LOTO) plan, PPE program, and OSHA compliance attestations.
Quality & deliverables: Sample service report, inspection checklist, oil/coolant analysis report, and sample load-bank test report demonstrating data recording and acceptance criteria.
Parts and materials: Statement of capability to supply OEM parts and fluids; describe inventory and supply chain; identify any exclusions or proprietary limitations.
Tank Management System (TMS): Capability to perform semi-annual inspections of Pneumercator tank monitor and Phillips TMS (fuel pumps, probes, solenoid valves), including test procedures.
6. Response Instructions
Submit a single PDF capability statement via email to the Contact listed below. Page limit: 10 pages (excluding allowed appendices).
**Responses are due by Tuesday, August 25, 2026, at 12:00 PM Central Time (CT).** Late submissions may not be considered. Telephone inquiries will not be accepted.
7. Important Notices & Disclaimer
This is NOT a solicitation announcement; no contract will be awarded from this SSN. Responses do not constitute offers and will not be accepted to form a binding contract. No reimbursement will be made for any costs associated with responding. The Government may use responses to inform Veterans First set-aside decisions and subsequent acquisition planning.
8. Point of Contact
Contracting Office: NCO-16 (Biloxi, MS)
Contact: Tina Harris, Contract Specialist
Email: tina.harris3@va.gov
