This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 238210 (Equipment and Materials Testing Electrical and Electronic Components) with a size standard $19.0 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Generator and Electrical Testing at the Northampton VAMC per the requirements below. Refer to the Performance Work Statement below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Performance Work Statement. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to Generator and Electrical Testing are invited to submit a response to this Sources Sought Notice by 09-30-2024. All responses under this Sources Sought Notice must be emailed to carissa.sarazin@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________ _____________________________________________________________________________ _____________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the supply of Generator and Electrical Testing in Attachment 2 Performance Work Statement with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the PWS. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 Performance Work Statement Department of Veterans Affairs (VA) Medical Center, Leeds MA Generator and Electrical Testing, Maintenance and Repair Overview General Intent The VA Central Western Massachusetts requires a qualified vendor to provide all necessary labor, supervision, materials, tools, equipment, apparatus, transportation and permits necessary to provide generator and electrical testing, maintenance and repair for a period of 1 year (12 months) with four Option years. Location of Facility: VA Central Western Massachusetts (Edward P. Boland Veterans Affairs Medical Center 421 North Main Street Leeds, MA 01053-9764 All inspection and tests shall be in accordance with VHA Directive 1028 Electric Power Systems as well as the latest versions of the following codes and standards. The National Electric Manufacturer's Association - NEMA American Society for Testing and Materials - ASTM Institute of Electrical and Electronic Engineers - IEEE International Electrical Testing Association - NETA Maintenance Testing Specifications - MTS latest edition American National Standards Institute - ANSI C2: National Electrical Safety Code State and local codes and ordinances Insulated Cable Engineers Association - ICEA Association on Edison Illuminating Companies AEIC Occupational Safety and Health Administration OSHA National Fire Protection Association - NFPA NFPA 70: National Electrical Code NFPA 70B: Electrical Equipment Maintenance NFPA 70E: Electrical Safety Requirements for Employee Workplaces NFPA 78: Lightning Protection Code NFPA 101: Life Safety Code NFPA 110: Standard for Emergency and Standby Power Systems General Scope Items The following is a list of general scope considerations: All field work shall be scheduled at least 72 hours in advance with VA Point of Contact (POC) The site shall be left clean of all debris and hazardous materials. Coordinate with VA CWM HCS GEMS coordinator for the signing of waste manifests. Installation of new parts shall meet the latest edition of the NFPA publications. Submit product data for all materials prior to installation to the VA POC for approval. All work shall be performed in accordance with Massachusetts DLS regulations and OSHA codes. CWM campus power systems are considered Level 1 for NFPA requirements Scope of Work After award, but prior to the start of any field work, the contractor shall contact the COR to review proposed methods and plans for completion of work and to review above ceiling and wall penetration permits. Field work may not commence until these plans have been approved as detailed below. In performing this contract, the contractor is responsible for preventing damage to equipment or material during testing. If testing causes any damage to equipment, the contractor shall procure exact replacement immediately to avoid work interruptions without obligation to the government. The contractor is responsible for isolating power when necessary and lockout tagout of the systems as required in coordination with the COR. Any shutdowns should be coordinated with the COR 7 days in advance. The contractor shall be responsible for implementing all final settings and adjustments in accordance with the manufacturer's specified values. If the manuals with sufficient information to perform the work are not available at the VAMC, the contractor shall obtain the original Maintenance and Operation Instruction Manuals, at no additional cost to the Government, and upon completion of the testing leave a copy with the VAMC staff. The contractor shall have a calibration program which maintains all applicable test instrumentation with rated accuracy. The accuracy shall be directly traceable to the National Institute of Standards and Technology. Dated calibration labels shall be visible on all tested equipment. The contractor shall provide an up-to-date instrument calibration instruction and procedure for all tested equipment. Work not performed due to difficulty of power shutdown or any other reason related to the working condition in the medical center shall be rescheduled at no cost to the Government. If any work in this contract requires that the emergency generators, automatic transfer switches or any other equipment that would impair the delivery of emergency electrical power to the effected loads be out of service for more than 4 hours, the contractor is required to provide a full rental backup generator. This generator will be sized appropriately to handle all maximum anticipated loads. The generator shall be installed to automatically serve the load of the out of service generator. This work shall be at no additional cost to the government. Line item 2: Contract shall quote miscellaneous repair services including hardware and consumables as an option of $30,000. Generator Testing The contractor shall furnish all labor, parts, tools, and equipment to perform preventive maintenance/repair and emergency repair response on all emergency generators located on site, Contractor shall be responsible to determine the nature and extent of any work required and to restore equipment to satisfactory condition and operation, as determined by VA, replacing parts as necessary. The scope of work consists of semi-annual and annual preventive maintenance, testing, repairs, and 7-day per week 24-hour emergency service for nine (9) generators: 1 450KW Cummins 5 350KW Kohler 1 350KW Caterpillar 1 150KW Onan 1- 1500KW Caterpillar The contractor's personnel shall report to the COR, or authorized representative, upon arrival at the medical center and again upon completion of the required work. 2 generators require a temporary loadbank of up to 200KW to meet the annual load requirement. Preventative Maintenance Test, evaluate, repair and service all components of the generators on a semi-annual and annual basis to accomplish the following: Ensure safe, reliable, and continued operation. Prevent breakdowns due to worn parts. Maintain generators above the point where deterioration begins. Preventative maintenance service may include (subject to manufacturer's specifications and industry standards including NFPA 110), but is not limited to: (all lubricants, filters and parts shall be new and meeting OEM specifications) Replacing lube oil and filters Replacing fuel, coolant, and air filters Check coolant level and condition, protection rating and perform pressure test Inspect hoses and belts, adjust belts as necessary Inspect fuel supply system for any signs of leaking or deterioration Inspect exhaust system and condensation drain Check batteries and clean and protect terminals Check and adjust all engine and generator, shutdown and alarm systems Adjust voltage and frequency and confirm proper operation of gauges and AC metering systems Inspect transfer switch main contacts Check day tank and transfer pump for proper operation Check block heater operation and temperature Load testing Fuel testing annually After all service, any specific device cleaning, lubrication, adjustment, and/or part replacement performed shall be indicated on an accompanying service report. Repairs Repairs that are determined by the contractor to be beyond the scope of preventative maintenance shall be reported to the COR and CO for approval prior to commencing repairs. Only CO may authorize funding and exercising options. These repairs shall be made using a firm fixed price labor rate IAW contract documentation. Any parts/materials shall be paid at a pre-established mark-up. If the repairs cannot be completed within twenty-four (24) hours, the contractor shall present a completion plan/schedule to the COR for approval within seven (7) days of discovering the deficiency. Emergency Emergency response time shall be four (4) hours to include nights, weekends, holidays. Documentation The contractor shall furnish a trip report to the COR within 48 hours of any visit; documenting work completed including locations visited, contracting personnel involved, and VA personnel who assisted. The contractor shall furnish three (3) copies of the completed test reports, either electronically or on paper, to the COR within three (3) weeks of inspection, testing, and/or calibration execution. The test report shall, at a minimum, include the following: Name of technician, contracting company and contact information Summary of work Description of equipment tested, to include SN and EE# Description of test Test results Conclusion and recommendations Referenced Publication (if applicable) Appendix, including appropriate test forms Any system components found defective shall be reported immediately to the COR. Where practical, NFPA templates and forms available for reporting shall be used. Site Access and Management Requirements The contractor shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the service contract. The testing firm shall be regularly engaged in the testing of electrical equipment devices, installations, and systems. The testing firm shall meet OSHA criteria for accreditation of testing laboratories, Title 29, Part 1910.7The testing firm shall utilize technicians who are regularly employed by the firm for testing services. The testing firm shall submit proof of the above qualifications when requested. The terms used here within such as Test Agency, Test Contractor, Testing Laboratory, or Contractor Test Company, shall be construed to mean the testing organization. The contractor shall have the following additional requirements before working on site: Contractor badge must be obtained and visibly worn by contractor or representative at all times while on campus Covid-19 Requirements (subject to frequent change): Approved surgical or 2-layer mask with no vent. Must be replaced when damaged or soiled Clear Face Shield or Safety Glasses in patient care areas Daily visit at check-in station for COVID and temperature screening Staff experiencing any symptoms of illness will refrain from any on-site work until asymptomatic Temperature checks are currently performed at building entry points. If at any time a contractor employee is found in deficiency of the above listed, a stop work order will be issued for safety of the campus. These requirements are applicable to all contractor employees and subcontractors working in and around campus building unless stated otherwise by COR. The contractor is ultimately responsible for the behavior of employees and subcontractors. Schedule All on-site work (including cleanup) shall take place during the following times, unless otherwise approved by the COR: 7:00 AM EST -4:30 PM EST Monday through Friday Off-hour work for activities impacting normal operations or scheduling conflicts are generally 5:00 PM EST - 06:00 AM EST Monday- Friday and anytime Saturday and Sunday. Tests may be required to be performed during and after working hours or on weekends as indicated. Holidays excepted unless other times are arranged in advance and approved by the VA. Coordination The following tasks are anticipated to have significant campus impact or conflicts and may require special consideration and coordination to ensure satisfactory completion: If any exit has to be taken out of service to perform this work, coordination is required with the COR to ensure life safety measures are minimally impacted. Power shutdowns are required to be scheduled with the COR. The contractor shall provide a tentative schedule four (4) weeks in advance of the planned shutdowns. Once the tentative schedule has been reviewed and commented on by the VA a final schedule addressing all concerns shall be submitted to the VA two (2) weeks in advance of the planned shutdown. The VA must approve the final schedule before work can commence. Within reason the VA will honor the schedule, however, due to the dynamic nature of a medical center the schedule for a power shutdown may change as the working conditions change in the medical center. Work Location and Restrictions The work site location is at the Edward P. Boland Campus- VA Central Western Massachusetts Healthcare System. When the contractor s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the COR. Project Safety The contractor shall have a designated safety representative who shall be present on site to ensure safety practices before testing. The contractor shall display warning signs to conduct specified tests safely. FAR Clause 52.236-13 subparagraph (f) is invoked: Penetrations of Fire and Smoke Barriers Prior to any installation of equipment, cables, power connections, conduit, piping or other work that penetrates a smoke or fire barrier, all such work must be approved by the site-specific Facilities Management Service (FMS) via the COR. An above ceiling/penetration permit must be secured from FMS prior to disturbing the integrity of the barrier. The permit must be available for inspection at the project location. After the work is completed, the penetration must be repaired (sealed) according to accepted practice and utilizing materials (including UL/FM-listed through penetration fire stopping materials) that meet the original barrier construction requirements in order to restore the designed specifications for smoke and fire compartmentalization. Upon completion of any penetration repair, a visual inspection for approval must be requested from, and completed by FMS. Parking Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in designated areas (subject to change). Parking in designated patient parking areas is strictly prohibited. Parking on grass is also prohibited. Parking for equipment necessary to perform the work will be authorized in advance of starting the project. Parking passes will be issued by the COR. Storage of Equipment and Materials The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be given to the contractor for their storage needs. Additionally, a contractor trailer is NOT permitted for this project.  The Contractor should schedule delivery of materials to limit the amount of storage space and time. The warehouse CANNOT accept or store deliveries. Debris Removal The Contractor/Installer shall be required to remove waste materials and debris daily (unless otherwise authorized by COR) from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. Site Utilities The Contractor/Installer should note this scope of work does not detail all existing structures, utilities, or components that may potentially interfere with the contract work required. The contractor shall note any obstruction, utility, or condition that may hinder or interfere with the execution of this contract and the contractor shall make provisions in their contract price to resolve such interferences and other conditions that may hinder the proper completion of the work. All proposed utility relocations, reallocations, and shutdowns shall be approved by the COR prior to commencing such work. The contractor shall verify all existing utility installations and take appropriate action prior to working around any potential utility installation. In the event a shutdown, restriction, or interruption of any utility services is required, a written request shall be submitted (at least 14 calendar days in advance) and approved by the VA COR. All utility shutdowns must be reviewed and approved by the VA. Material and Workmanship Quality All materials and workmanship shall comply with all codes, standards, and requirements of all Authorities Having Jurisdiction (AHJ). All work shall be done in accordance with contract terms and conditions and in a professional manner according to the best trade practices and to the satisfaction of the COR. This includes work performed by subcontractors.
