The Department of Veterans Affairs, Great Lakes Acquisition Center (GLAC) is searching for vendors with the capabilities to provide maintenance and repair and testing to the EMERGENCY GENERATORS located at James A Lovell Federal Health Care Center in North Chicago, IL. The Contractor shall provide all labor, supervision, materials, tools, and equipment necessary to provide the inspection, maintenance, and testing services for the required 2.0 hour annual and 4.5-hour triennial load Bank testing on (13) thirteen standby generators located Captain James A. Lovell FHCC campus, North Chicago, IL. The North American Industry Classification System (NAICS) code for this procurement is 811310. All interested, responsible sources must submit a capability statement by Wednesday, May 1, 2024 to Michelle.Klug2@va.gov to include the following: Company Experience in providing maintenance and repair services to referenced equipment, to include number of years and any examples of current contracts in place with government or commercial entities; Customer point of contact information for contracts listed in company experience along with a description of equipment serviced under the contract; Verification of authorization and training related to servicing referenced equipment; Number of qualified maintenance personnel employed; DUNS number, organization name, organization address, point of contact, business size under NAICS 811219, and socioeconomic status; This Sources Sought is issued solely for information and planning purposes to determine availability of qualified vendors and does not constitute a solicitation. All information received in response to this Sources Sought that is marked as proprietary will be handled accordingly. Please note that this is not a request for proposal and the Government is seeking information for market research purposes only. The Government may or may not issue solicitation documents. Look for any further information in Contract Opportunities. Telephone inquiries will not be returned. Statement of Work The Contractor shall provide all labor, supervision, materials, tools, and equipment necessary to provide the inspection, maintenance, and testing services for the required 2.0 hour annual and 4.5-hour triennial load Bank testing on (13) thirteen standby generators located Captain James A. Lovell FHCC campus, North Chicago, IL. per the statement of work. SCOPE The following SOW details the requirements for standby generator testing according to Attachment A, VHA Directive 1028 Electrical Power Distribution Systems and all applicable NFPA, Joint Commission, Federal, State and Local regulations. See Schedule 1, Equipment Identification and Locations below. The emergency standby generators shall be load banked tested on an annual basis for a period of two (2) continuous hours in the following intervals: 50% of name plate rating for 30 minutes, followed by, 75% of name plate rating for 60 minutes, followed by, 30% of name plate rating for 30 minutes. During the triennial load bank test, which will occur in 2025 and 2028 of this contract, the emergency standby generators shall be tested for a period of four and one half (4.5) continuous hours in the following intervals: 30% of name plate rating for 30 minutes, followed by, 50% of name plate rating for 30 minutes, followed by, 75% of name plate rating for 3.5 hours. Contractor shall perform annual laboratory fuel testing of all (8) eight standby generator underground/above ground fuel supply tanks and send testing report to COR per Section 7, Contract Deliverables below. Fuel shall be tested to all NFPA 99, NFPA 110, and ASTM D-975 standards and in accordance with VHA Directive 1028 and Joint Commission requirements and any other Federal, State and Local regulations. Contractor shall visually check general condition of the EPPS (Electrical Power Supply System) and note any unusual condition or vibration, leakages, noises, temperatures, or general deterioration of overall system. Any discrepancies shall be noted and be included as a contract deliverable per Section 7 below. Contractor shall check operation of day tank, to include, operational test of day tank float switch, transfer pump operation, solenoid valve operation (if so equipped) and inspection of all fuel lines and fuel line connectors for indication of wear or fuel leaks. Contractor shall restore system to automatic operation upon completion of all required testing services. Any changes to this SOW shall be authorized and approved only through written modification of this contract from the CO (Contracting Officer) in coordination with the COR (Contracting Officers Representative). Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. Notwithstanding, the Contractor shall perform no additional work without the prior written authorization of the Contracting Officer. Any additional work, which may be performed by the Contractor without this approval, will be performed by the Contractor at no additional cost to the Government. SERVICE HOURS AND FEDERAL HOLIDAYS Normal hours of coverage are Monday through Friday from 7:30 am to 4:30 pm, excluding holidays. All work shall be performed during normal hours of coverage unless otherwise requested or approved by the COR or their designee. All contract work shall be on a date and time mutually agreed upon between the Contractor and the COR. Federal Holidays observed by Lovell FHCC are: New Years Day Independence Day Christmas Day Columbus Day Labor Day Martin Luther King Day Memorial Day Presidents Day Veterans Day Juneteenth Thanksgiving Day GENERAL INFORMATION Compliance with General Safety Regulations: All Contractors and Subcontractors performing services for the Government shall comply with all Occupational Safety and Health Administration (OSHA), State, County and Municipal Safety and Occupational Health Standards and any other applicable rules and regulations. All Contractors and Subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this contract. All ladders, scaffolding, tools, equipment, personal protective equipment, etc. shall be OSHA approved for the work to be performed. Contractor shall use caution signs as required by OSHA Regulations. Caution signs shall be on-site on commencement of Contract. The Contractor shall coordinate all dates for service and testing with contract COR. The contractor s FST (Field Service Technician) shall contact the COR/POC prior to performing service at this location and shall communicate to the COR of their presence on the Captain James A. Lovell Federal Health Care Center campus. The contractor shall obtain all other necessary licenses and/or permits required to perform all work under this contract. The Contractor shall provide all necessary documentation that demonstrates the Contractors ability to perform all work under this scope of work and on the specific generators, and related equipment, systems, and assemblies, located at the Lovell FHCC. Contractor is responsible to replace any items damaged by the contractor, sub- contractor, their employees, or equipment at no extra charge to the Government. Contractor shall not interrupt any utility service while performing under this contract. Contractor personnel must conduct their work in a manner that does not interfere with the normal functions of the facility and will stop work if asked by the CO/COR as required if interruptions do occur. The Contractor is responsible for supplying, completing, and submitting all reports required or requested by any additional Federal, State, or local codes as they pertain to any work performed under this contract. No hot electrical work shall be performed. Any electrical work that requires any interruption in electricity must be coordinated with the COR and the facility electricians. All OSHA and Facility lockout/tagout procedures shall be followed. CONTRACTING OFFICER S REPRESENTATIVE (COR) Scheduling of work shall be arranged with at least one, or all the Point of Contacts below and in the following order: contract COR (Contracting Officers Representative) or contract ACOR (Alternate Contracting Officers Representative). See Table 1 below for Point of Contact information. Table 1: COMPETENCIES AND QUALIFICATIONS OF PERSONNEL SERVICING EQUIPMENT: Each respondent must have an established business, with an office and staff; The staff includes a Field Service Engineer (FSE) and a second Field Service Engineer who will serve as the backup. FSE shall have a minimum of two (2) years of experience performing this service. The FSE(s) shall have completed a formalized training program for the equipment identified in the Statement of Work. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled generator load bank testing, on the generators listed in Schedule 1, Equipment Identification and Locations below. The FSEs shall be authorized by the Contractor to perform the maintenance services. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the FHCC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any FHCC equipment. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the FHCC equipment. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in Subcontractor(s) to the CO for approval/disapproval. The contractor shall be fully staffed on the first day of work under the contract. All personnel shall receive close and continuing first-line supervision by the contractor. Individuals who are performing the work must be experienced, fully trained and a regular employee of the contractor. Contractor's personnel shall be regular employees of the Contractor, day laborers are not acceptable. ORIENTATION FOR CONTRACTOR EMPLOYEES: Contractor will attend an orientation meeting as arranged by the Contracting Officer's Representative (COR). The VA will schedule this meeting and it will include discussion of the following topics: (VA will provide information to the contractor regarding these topics and will document the meeting) Fire and Safety Infection control Disaster procedures - Other The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above. CONTRACT DELIVERABLES Contractor shall provide, to the COR after completion of work, at the minimum, the following deliverables: The following information, which shall be recorded, during each increment of testing as defined in Section 1, Part C, Line Items 1 through 3 and Section 1, Part D, Line Items 1 through 3. Building Number Date Testing Start Time Testing Stop Time Testing Run Time Oil Pressure Water Temperature Exhaust Gas Temperature (Infrared Reading Ahead of Turbocharger) Cycles Volts Engine Loading (AMP Meter) Engine Hour Meter at Stop Initials of Technician Performing Testing Exact time of load change (increase / decrease ) during the test Provide COR with results of annual laboratory testing of fuel in all standby generator, above ground and below ground fuel tanks. Above information shall be provided to the COR in both Digital and Hardcopy formats and within 30 days upon completion of testing. SECURITY REQUIREMENTS All Contractor FST s (Field Service Technician(s)) shall obtain contractor ID badges from the COR. Identification shall be worn visible always by the Contractor and all FST s while on premises. Contractor shall coordinate with COR to acquire said identification badges. During normal working hours of operation, Monday through Friday, the contractor shall check in with the COR/Lovell FHCC (Federal Health Care Center) POC (Point of Contact) when arriving to perform work and check out with the COR/FHCC POC when work/workday is complete. During other than normal hours of operation, the contractor shall sign in and out with the Police Dispatch located in building 133EF next to the Emergency Room. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The FHCC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited both inside and outside (entire campus) at the Lovell FHCC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. RISK CONTROL The Contractor shall take all necessary precautions to protect government property and shall repair any damage caused by their efforts. All work affecting patients shall be coordinated in advance by the Government and the Contractor to have minimal impact on the patients. NATIONAL ARCHIVES AND RECORDS ADMINISTRATION (NARA) Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chap. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. The Captain James A. Lovell Federal Health Care Center and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Lovell FHCC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Lovell FHCC. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Lovell FHCC control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (E). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Lovell FHCC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. The Contractor shall not create or maintain any records containing any non-public Lovell FHCC information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The Lovell FHCC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the Lovell FHCC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take the Lovell FHCC- provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor. Flow down of requirements to Sub-contractors. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. PLACE OF PERFORMANCE Captain James A. Lovell FHCC, Bldg. 32, 3001 Green Bay Road, North Chicago, IL 60064 Period of Performance. Support and service, as defined in this SOW, is to occur as scheduled and as required during the period of performance. Work shall be completed in a timely manner and a performance schedule shall be coordinated with the Government upon contract award. Within fourteen (14) days of the award of this contract, the Contractor and the Government shall agree upon a date for work to take place. Schedule 1: Equipment Identification and Locations: Bldg. 201/202 Green Homes Bldg. 205/206 Green Homes Make: Generac Make: Generac Model: 13508080100 Model: 15702220100 Serial Number: 2112745 Serial Number: 8355271 Kilowatts: 200 Kilowatts: 200 Voltage: 208 Voltage: 208 Amperage: 693.9 Amperage: 693.9 Bldg. 151 Bldg. 152 Make: Magna One Make: Onan Model: 440FDR8032AA-F331W Model: 500FDR 8040AA F331 Serial Number: 8N3421 Serial Number: KD-94808 Kilowatts: 160 Kilowatts: 250 Voltage: 208 Voltage: 208 Amperage: 555 Amperage: 781 Bldg. 155 Bldg. 156 Make: Onan Make: Maga One Model: 250DFAC Model: 68FDR8060AC-P328 W Serial Number: 1970649933 Serial Number: KD-94809 Kilowatts: 250 Kilowatts: 440 Voltage: 208 Voltage: 480 Amperage: 867 Amperage: 662 Bldg. 190 #1 Bldg. 190 #2 Make: Caterpillar Make: Caterpillar Model: SR-4 Model: SR-4 Serial Number: Serial Number: 6MA00907 Kilowatts: 600 Kilowatts: 600 Voltage: 480 Voltage: 480 Amperage: 902 Amperage: 902 Bldg. 190 #3 Bldg. 192 #1 Make: Caterpillar Make Caterpillar Model: SR-4 Model SR-4 Serial Number: 6MA00905 Serial Number 6FA10464 Kilowatts: 600 Kilowatts 661 Voltage: 480 Voltage 480 Amperage: 902 Amperage 250 Page 2 of 2 Bldg. 192 #2 Portable Emergency Generator bldg. 37 Make: Caterpillar Make: Onan Model: SR-4 Model: 60-0DA-15R/18850-J Serial Number: 6MA01123 Serial Number: D70D408731 Kilowatts: 600 Kilowatts: 60 Voltage: 480 Voltage: 240 Amperage: 902 Amperage: 104 Portable Emergency Generator Bldg. 37 Make: Onan Model: DGBC-4489061 Serial Number: J000158941 Kilowatts: 40 Voltage: 480 Amperage: 138.8
