J061--TVHS GENERATORS MAINTENANCE SERVICE BASE AND FOUR OPTION YEARS

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. Background: The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of the Tennessee Valley VAMC is conducting market research through this source sought notice to seek sources to identify potential experienced businesses that are capable of meeting the requirements per the Statement of Work (SOW) below. Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. NACIS: 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PSC: J061, Maintenance, Repair, and Rebuilding of Equipment-Electric Wire and Power Distribution Equipment Size Standard: $30 Million Statement of Work Preventative Maintenance of Emergency Power Generators Tennessee Valley Healthcare System Murfreesboro and Nashville Campuses PART I: GENERAL Introduction This requirement is to provide a base year +4 option years preventative maintenance service contract on the Emergency Power Generator Sets, fuel tanks and generator paralleling switchgear at the Tennessee Valley Healthcare System (TVHS), for both the Alvin C. York campus, 3400 Lebanon Pike, Murfreesboro, TN 37129, and the Nashville campus, 1310 24th Avenue South, Nashville, TN 37212. Scope of work The contractor is to provide manufacturer s authorized/certified service technicians, transportation, equipment, maintenance parts, materials, tools to include any specialty tools and supervision to complete the generators manufacturer s required preventative maintenance (PM) services and load bank testing of the generators to ensure proper and reliable operation of all the emergency generators at both campuses of TVHS. Annual preventive maintenance services and load banks shall meet or exceed all manufacturer s recommendations and National Fire Protection Association (NFPA) 110 requirements. This contract will include the following items: The contractor will provide annual inspections, maintenance and emergency repair services of the paralleling electrical gear for the paralleled generators at the Nashville campus. The paralleling electrical equipment at the Nashville campus will be undergoing a replacement in FY 21 but the new equipment will require the same services required in this contract. Installation and/or replacements of maintenance free lead acid battery on 30-month installation anniversaries for all emergency power generator sets included in the attached inventory. Maintenance free batteries are installed to meet all Occupational Safety and Health Administration (OSHA) and NFPA requirements due to no eyewash stations available at any of the generator locations, maintenance shall be performed regarding all personnel safety, conductance testing vice specific gravity testing is acceptable. Annual engine oil and oil filters, all fuel filters and coolant filter replacements. Annual inspection and cleaning the exterior of the radiator, Annual fuel oil and engine crankcase oil samples and analysis to include any recommended corrective actions. Engine air filter(s) replacements as recommended by the generator manufacturer or every three-year installation or replacement anniversary. Five-year cooling system component replacement to include flushing of the radiator interior, replacement of antifreeze, belts, hoses, radiator caps, thermostat(s) and gasket replacement at 5-year installation or replacement anniversaries, please see Attachment C for due dates/completion dates. The contractor is to perform annual load bank testing as specified in the Requirements section A.4. Load bank testing will include at a 36-month interval, utilizing the building power as the primary load and supplementing the generator load with a bank to exceed the NFPA 110 8.4.9 requirement of 30% data tag rating (60-80% data tag rating combined - VA requested). For the generator inventory, please see Attachment A. Period of Performance The base year period of performance for this requirement is from January 1, 2022, through December 31, 2022. Generator Load bank testing shall be performed at the Nashville facility in February, annual preventive maintenance shall be performed in April. Load banks and preventative maintenance will be performed during the month of April for the Murfreesboro facility. Base and four option years: January 1, 2022-December 31, 2026. Scheduling The Contractor will schedule with the appropriate campus Contracting Officer s Representative (COR). Unless scheduled with the COR, the generator maintenance work will be during normal working hours. Hours of work shall be from 7:00 am to 3:30 pm, Monday through Friday, excluding federal holidays. This contract includes requirements for emergency call backs and emergency repairs. Over time hours, post normal working hours, may be required in the performance of load bank testing to permit timeliness of completion. The COR contact information for each campus is provided in the contract documents. Delivery The Contractor will coordinate the PM with the appropriate campus COR or his designee. The Contractor will schedule the date and time with the appropriate COR a minimum of 14 Calendar days prior to accomplishing the work. Load banking the generators will be performed prior to the annual PM services at both campuses. Upon completion of the annual PMs the contractor shall perform a functional test of the generator set, the functional test will include switching of the duplexed RACOR fuel filtration systems during operational tests to ensure all air has been removed from the fuel filtration systems. Progress and Compliance The Contractor will provide the CORs professional, accurate, complete and consistent electronic PDF files of load bank tests and of the PM reports. Reports to include any pertinent information necessary to ensure the generators are performing at manufacturer s design specifications. Reports are due to the CORs within ten working days upon completion of all load banks and PM s. All documents provided to the VA shall meet and/or exceed the NFPA 110 section 8.5 requirements and include the date of test repair or maintenance, identification of servicing personnel, notation of unsatisfactory conditions, corrective actions taken, manufactures recommended testing and clearly identify each piece of equipment with the VA EE number first, Brand, kw size, model number and serial number etc. The 36-month load bank testing requiring the use of the building load will clearly identify which transfer switch or transfer switch breaker initiated the test, identification of the ATS or breaker to be the EE number and circuit identifier of the switch selected, the test and the report to indicate that all associated transfer switches where activated, the duration of the test, any malfunctions determined throughout the load bank. All load bank reports will include start time, generator phase voltage line to line, phase amperage, power output frequency, engine water temperatures, oil pressures, exhaust temperatures, ambient air temperature and shall be recorded on 15 minute increments for the duration of the test. Any discrepancies noted in the documentation will be returned the contractor for corrective actions. The 36-month load bank test including the building load shall be performed the spring prior to the facilities triennial electrical testing year coordinate with the VA COR. PART II: REQUIREMENTS Annual inspection and service requirements in accordance with The NFPA110 requirements: Fuel System Change all fuel filter elements pertaining to the generators fuel delivery system including Racor fuel filters and the pre-filters on any installed day-tanks. Obtain fuel samples from each generator fuel tank prior to load testing and annual PM services and test per NFPA110 requirements and generator manufacturer s recommended ATSM analysis, please see Attachment B. Lubricating System Perform engine oil sample and analysis analysis report to CORs Change engine oil Change engine oil filter(s) Change governor oil (if applicable) Change governor oil filter (if applicable) Inspect for restrictions and clean and tighten clamps/connectors as needed on the Racor crankcase ventilation system on all TVHS generators with the crank case ventilation systems installed. Cooling System Change coolant filter(s) Test antifreeze (add/inhibit as required) Clean radiator, exterior 5-year intervals described in the inventory, contractor shall change all engine driven accessory belts, flush the radiator and replace the coolant, hoses, thermostats/gaskets and radiator caps. Engine/Generator Operation Provide appropriately sized resistive type load bank(s) cables, gender changers, etc. to perform NFPA 110 (8.4.2.3 - 2019) load bank tests of each generator at not less than 50% of the EPS data tag rating for 30 continuous minutes and at not less than 75% of the EPS data tag rating for not less than 1 continuous hour, and at 100% EPS data tag rating for not less than 30 continuous minutes for a combined total of not less than 2 hours. Upon completion of load tests ensure a manufacturer recommended cool down run time is performed. Load bank testing will include at a 36-month interval, a continuous 4 hour load bank test utilizing the full connected building power and supplementing load with a resistive load bank to meet NFPA 110 (8.4.9.1- 8..4.9.5.2) at a minimum of 30% data tag rating (VA required to perform load test at a total of 60-80% of EPS data tag rating combined) as required in NFPA 110. Any generator set failing the required test shall be documented and the contractor will inform the appropriate campus COR. Personnel and other requirements The contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, subcontractors, subcontractor employees, suppliers and delivery personnel. The contractor will provide proof of manufacturer s authorized service technicians qualifications, certifications and years of experience (minimum of five years) working on emergency power generator sets and equipment to the CO/COR prior to award of the contract. Certifications must represent at least one of the manufacturers listed in the inventory. The contractor will be responsible to inspect and acquire all equipment model numbers, serial numbers, check filter element and battery replacement dates prior to servicing the generators to ensure proper parts replacements, fluid quantities, fluid types are performed on schedule etc. The contractor is required to check in with the appropriate campus COR prior to starting any maintenance on the generator sets. The contractor will visit the job sites prior to performing PMs to become familiar with the locations of the equipment with relationship to maintaining emergency power as necessary. The contractor will provide per contract year, 4 emergency response services within 2 hours of contact from the VA COR on the Nashville generator paralleling gear and paralleled generators to include diagnosis and repair of the paralleling switchgear, switchgear PLC, programming and associated controls of the generators. Parking will be arranged for contractor service vehicles at the York campus. Parking at the Nashville campus may not be available and will need to be verified with the Nashville campus COR. The contractor will date and indicate engine run hours on each filter element replaced during the service work. The contractor will provide paper or electronic service tickets to the COR, indicating services provided to the generator set as well as any recommended repairs not covered under the service contract or warranty. The contractor is to record items replaced, mechanical measurements conducted, and fluid test results required by the manufacturer and provide those records to the VA CORs by the end of each annual maintenance service period. The contractor is responsible for the safe and proper handling of all associated parts, materials and fluids, new and replaced. Waste parts, materials and fluids are the responsibility of the contractor and shall be removed from the VA and disposed of in accordance with the appropriate codes and standards. Generator inventory is subject to change during the contractual period due to construction and will be dealt with on a case by case basis. Warranty All work, materials, and equipment provided with this work shall be warranted against defects in material and workmanship for a period of one year from the date of acceptance unless otherwise noted. Attachment A Generator Inventory TVHS York Campus Location Manufacturer Size/voltage Equipment # York, Bldg. 2 Cummins 750KW/480V EE110151 York, Bldg. 5 Kohler 500KW/480V EE135484 York, Bldg. 7 Generac 230KW/208V EE67324 York, Bldg. 8 Generac 250KW/208V EE72659 York, Bldg. 16 Cummins 250KW/480V EE115223 York, Bldg. 105 Cummins 750KW/480V EE111088 York, Bldg. 112 Caterpillar 350KW/208V EE72854 York, Bldg. 116 John Deere 75KW/208V EE60782 York, Portable Kohler 180KW/208/480 EE80976 York, Portable CK Power 550KW/208/480 EE155004 TVHS Nashville Campus Location Manufacturer Size/voltage Equipment # Acre, Gen Rm 5 Caterpillar 5 800KW EE105972 Room E5F Caterpillar 1 600KW EE17166 Room E5F Caterpillar 2 600KW EE17167 Room E5F Caterpillar 3 600KW EE28396 Fan Room 5 ** Caterpillar 4 600KW EE20182 **NOTE: Prior to commencement of maintenance on Generator 4, the contractor will contact the M&O General Supervisor or the Electrical Supervisor to transfer the load from Generator 4 to Generators 1, 2 and 3. Attachment B Fuel Analysis Annually Fuel analysis should include all generator manufacturers recommended fuel quality tests and all test required as stated in NFPA110. All test shall be in accordance with ATSM diesel fuel testing and in accordance with ASTM D 975 Requirements for Diesel Fuel Oils. Property Test Method (*) Low Sulfur No. 1-D No. 1-D Low Sulfur No. 2-D No. 2-D No. 4-D Flash Point, C-degrees, min D 93 38 38 52 52 55 Water and Sediment, vol, max D 2709 D 1796 0.05 0.05 0.05 0.05 0.05 Distillation temperature, C-degrees, 50% vol recovered Min Max D 86 288 288 282 338 Kinematic viscosity, 40 degrees sCt D445 1.3 2.4 1.3 2.4 1.9 4.1 5.5 24 Ash, % mass, max D 482 0.01 0.01 0.01 0.01 0.1 Sulfur, % mass, max D 2622 0.05 0.05 0.05 0.05 2 Copper strip corrosion, 3 hr at 50-degrees, max rating D 130 No. 3 No. 3 No. 3 No. 3 Cetane number, min D 613 40 40 40 30 One of the following: Cetain index, min Aromaticity, % vol, max D 976 D 1319 40 35 40 35 Ramsbottom carbon residue on 10% distillation residue, % mass, max D 524 0.15 0.15 0.35 0.35 Attachment C Generator Cooling System Services (5-year services) Belts, hoses, clamps, antifreeze, thermostats, gaskets and radiator caps York Campus Bldg. 2 Due April 2022 Bldg. 5 Due April 2025 Bldg. 7 Due April 2022 Bldg. 8 Due April 2022 Bldg. 16 Due April 2022 Bldg. 105 Due April 2022 Bldg. 112 Due April 2022 Bldg. 116 Due April 2022 Kohler 180kw (portable) Due April 2022 CK Power (portable) New FY20 Due April 2025 Nashville Campus Gen. 1, Due April 2022 Gen. 2, Due April 2022 Gen. 3, Due April 2026 Gen. 4, Due April 2025 Gen. 5, Due April 2022 Other important considerations: Cite any other information that is necessary for potential respondents to understand the nature of the potential requirement or proposed acquisition. Capability statement /information sought: Response to this announcement shall not to exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide a product and related services; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc,) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format. Please e-mail your response with the above information to contact@example.gov with the subject line "Sources Sought Notice # 36C24921Q0519 by 10:00 a.m. on 08/30/2021. Any question should be emailed to contact@example.gov. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. 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