J061--Sources Sought - Generator Testing, Maintenance, and Repair Services Black Hills Healthcare System

The Black Hills Healthcare System requires Generator Testing, Maintenance, and Repair Services in accordance with the draft Statement of Work (SOW) below. This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No award of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: Joey Bloomer, joseph.bloomer@va.gov on or before May 26th, 2026. Only emailed responses will be considered. Additionally, provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. 1. Identify your organization's socio-economic category.
2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.).
3. State if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks.
  *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.*
STATEMENT OF WORK Semi-Annual VA BHHCS Emergency Generator Testing and Maintenance
1. SCOPE Provide semi-annual preventive maintenance inspections and services on emergency generators at the VA medical Centers at Ft Meade and Hot Springs, South Dakota and VA clinic in Rapid City (if mobile units are in place there). The Fort Meade campus has a 12470-volt primary system that includes various secondary voltages and both normal and emergency power sources. Inspection reports from attachments A & B to be provided to facilities POC s within 30 days of service.
2. CONTRACT POC S FOR SCHEDULING WORK AND COORDINATION ARE AS FOLLOWS: Fort Meade VAMC: Delane Erickson, Operations Supervisor, Phone: 605-720-7134 Hot Springs VAMC: Dan Cerveny, Maintenance Supervisor, Phone 605-745-2268
3. EQUIPMENT Fort Meade Emergency Generator equipment included in the scope of work is as follows: A. Bldg. 113 Emergency Generator Manufacturer: Cummins/ 750 KW/ 480V Generator Model; DQCB-1641706 / Serial Number: K160128689 Engine Model: QSK23G7 / Serial Number: 85002334
B. Bldg. 148 Emergency Generator Manufacturer: Cummins/ Onan/ 125 KW/ 480V Generator Model: DSGAB- 1321187 / Serial Number: B130456361 Engine Model: QSB7 G5 NR3 / Serial Number: 73494119
C. Bldg. 145 Emergency Generator Manufacturer: Cummins/ 250 KW / 208V Generator Model: DQDAA-1660802 / Serial Number: L160128689 Engine Model: QSL9-G7 / Serial Number: 74068824
D. Bldg. 137 Generator Manufacturer: Cummins/ Onan/ 100 KW/ 208V Generator Model: DSGAA- 1321189 / Serial Number: B130456362 Engine Model: QSB7 G5 NR3 / Serial Number: 73493506
E. Bldg. 160 Generator Manufacturer: DMH/ 165 KW/ 480V Generator Model: 200CL3 / Serial Number: 94-45-74-1 Engine Model: LTA-1062/ Serial Number: 34737406
F. Bldg. 155 Main Station Generator Manufacturer: Marathon / 2000KW / 12470V Generator Model: 1020FDH1242 / Serial Number: WA-6003864-0717 Engine Model: CD2000SX6T2 / Serial Number: 179811-1-1-1108
G. Bldg. T296 Fire Station Generator Manufacturer: Cummins/ Onan/ 16.8KW/ 240V Generator Model; DSKCA-193329 / Serial Number: L090070761
3. Hot Springs VAMC Emergency Generator equipment included in the scope of work is as follows: A. Bldg. 10 Emergency Generator Manufacturer: Marathon MTU/ 250KW/ 480V Generator Model: 573RSL4033/ Serial Number: MT-0132187-0223 Engine Model: 10V1600 / Serial Number: 95010501432
B. Bldg. 12 Emergency Generator Manufacturer: Generac/ 400KW/ 208V Generator Model: 433RSL4021/ Serial Number: LM-239579-0701 Engine Model: OA8829/ Serial Number: 8DC9-446846
C. Bldg. 18 Emergency Generator Manufacturer: Onan/ 230KW/ 208V Generator Model: 230DFAB / Serial Number: A980673745 Engine Model: LTA10-G1 / Serial Number: 12079
F. Bld. 66 Emergency Generator Manufacture: Cummins/ 125KW/ 208V Generator Model 125 DSGAB Engine Model: QSB7-G5 NR3
* Can be at any VA Medical Center locations: A. Mobile MRI Emergency Generator Manufacturer: Kubota Generator Model: V3800-T Serial Number: 2JS2095 45 KW / 480V B. Mobile CT Emergency Generator Manufacturer: John Deere Generator Model: 4045 / 100K / 480V
C. Mobile Morgue Trailer Emergency Generator Manufacturer: Kubota Generator Model: GL11000-USA Serial Number: 10 KW / 240V
4. SEMI-ANNUAL INSPECTIONS Semi-annual inspections shall be completed within October/November (Attachment A) and within May/June (Attachment B), and inspection reports shall be provided to the VAMC POC s within 30 days of completion of work. Work shall be scheduled 7 days in advance of planned work to minimize disruption to the facility. The scope of October/November inspections and testing shall include all work outlined in Attachment A. The scope of May/June Inspections will include all work outlined in Attachment B.
5. ANNUAL LOAD BANK TESTING
Annual load bank testing included in Attachment A shall be accomplished in accordance with NFPA 110 (99) Sec 6-4.2.2. The testing shall be documented, and supplemental loads included at 25 percent of the name plate rating for 30 minutes. Followed by 50 percent of the nameplate rating for 30 minutes. Followed by 75 percent for 1 hour. All emergency generators will be load-bank tested annually. The Main station generator BLDG. 155 will be load-bank tested every other year starting with the first option year of the contract. Automatic Transfer Switches will be included in the semi-annual test for the Emergency Power Supply System (EPSS). This would consist of a transfer without load and resistance or amp drop reading depending on the state of the contacts.
6. CONTRACTOR RESPONSIBILITIES All supplies, fluid testing, filters, fluids, parts, tools, and labor will be supplied by the Contractor. Contractor is to diagnose other or larger problems and present quotes to the POC for approval, before additional work is conducted. Fluid testing will need to be conducted by 3rd party tester semiannually, and the report shall made to POC/COR within 30 days of service. The Contractor should provide priority for repairs to the BHHCS VA Emergency Generators and ATS Switches.
5. WORK HOURS Planned maintenance and testing shall occur Monday through Friday, 8:00 AM to 4:00 PM, excluding federal holidays. If the work needs to be partly outside of standard VA business hours, to minimize patient impact, scheduling with the COR/POC will be required. Emergency services shall be available with a four (4) hour response time.
6. CHECK-IN PROCEDURE Technicians must report to the contract POC at their respective location prior to beginning work.
7. SITE ADDRESSES The addresses of the VA Black Hills Health Care System is listed below. Hot Springs VAMC is located at 500 5th Street, Hot Springs, South Dakota 57747 Fort Meade VAMC is located at 113 Comanche Road, Fort Meade, South Dakota 57741
8. REPAIRS Any necessary repair/replacement parts or services created by testing of the equipment as part of this contract will be furnished/paid for by the facility and these repairs will be completed on an emergency basis. This designation will require the Contractor to stand down during repairs and to continue testing as soon as practical after the repairs have been made. During the time that the generator remains out of service, the Contractor will be required to connect and maintain their standby/backup generator and associated automatic connection equipment. The backup emergency generators shall provide service until all emergency repairs have been completed, and the successful load bank testing procedures have reached a satisfactory conclusion. The Contractor s responsibility for additional rental outlays due to this requirement shall be limited to standby service. Minor repairs shall include, but not be limited to such items as loose bolts, loose or broken lugs, wiring terminals, malfunctioning targets, dirty/high resistance connections, etc. and shall be corrected on site during testing if possible. The POC/COR can authorize requests for non-emergency repairs if they are submitted in writing and do not exceed $2,500, executed through Government Purchase Card (GPC) transaction. All requests for repairs shall be in writing with a detailed explanation, cost of parts, labor and all associated costs to complete repairs. Any repair that exceeds the $2,500 threshold shall require Contracting Officer approval prior to the ordering of parts or execution of services. The Contractor shall submit their request for repair to the CO and POC/COR. The repair quote shall be a detailed explanation and breakdown of costs. Authorized repairs shall be executed through a bilateral supplemental agreement on the contract between both parties if service costs exceed $2,500.
11. EMERGENCY REPAIRS Contractor shall provide a four-hour response time for call back service from the time a call for service is made by the Contracting Officer, Facilities Management Officer, POC/COR, or their designees. Contractor will be on site within this four-hour time frame, unless the situation isn t considered an emergency, and another mutually agreed upon time will meet the government s needs. The Contractor must be able to properly troubleshoot and diagnose all aspects of emergency generators. The Contractor shall provide all labor, materials and equipment for the emergency callback services for all generators at the Hot Springs and Fort Meade (Sturgis) VA Medical Centers, if the supplied quote is selected, and in accordance with specifications included in this scope of work. The Contractor shall submit a written plan of action to the Contracting Officer, or POC/COR, whenever unresolved problems occur three times on the same generator. Whenever the same problem recurs on the same generator three times, the VA requires an analysis of the corrective action required to resolve the problem. When generator systems fail, and require emergency repairs, the technician s Supervisor shall provide the BLACK HILLS HCS with a written statement and itemized quote assessing the generators system failure and that they have verified the generator system has been properly diagnosed and concur with the technician s assessment. The VA reserves the right to enlist a third-party expert to provide a 2nd opinion. It is the responsibility of the Contractor to reassess their proposed repairs and either reaffirm or correct their proposal based on the expert s notes. The reassessment shall include at a minimum, a substantive analysis of the third-party expert s points that contradict the Contractor s original conclusion. This reassessment shall be submitted within 5 business days of receipt of the third-party expert s opinion.

12. COORDINATION The contractor shall be responsible for coordinating any necessary utility system shutdowns and returning these systems to operational mode. In addition, the contractor must notify VA Facilities Management Service COR before any systems are shut down and when these systems are put back into full service. The contractor will not be permitted to leave any emergency generator system or component in a non-automatic connected mode or unattended mode during any portion of the testing. Should such non-automatic circumstances exist the contractor must have the approval of the Chief, Facilities Management Service. The contractor shall be responsible for any damage due to negligence to equipment that is created while performing the services required in this contract. Equivalent loads used for testing shall be connected such that they can be automatically replaced with emergency loads in case of failure of the primary power source.
13. TRAINING, SECURITY AND NARA REQUIREMENTS ALL Contractors on-site shall complete required training. Each contractor is required to print, review, and sign the attached TMS 20939 document. Contract owner/supervisor must send signed TMS 20939 documents to the contract COR.
6500.6 Appendix C Security and NARA PRIVACY-HIPAA CLAUSE a. ALL Contractors on-site shall read and comply with attached 6500.6 Appendix C Security and NARA PRIVACY-HIPAA CLAUSE documents.
See Attachment C for Security and Attachment D For NARA.