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J -- Generator Maintenance - Attachment

Notice Date
Notice Type
811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Contracting Office
Department of Veterans Affairs;Network Contracting Office 20;5115 NE 82nd Ave, Suite 102;Vancouver WA 98662
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Dean Umathum
E-Mail Address
Small Business Set-Aside
DISCLAIMER This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Dean Umathum at Dean.Umathum@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. 0001 - Calibration Services for 149 pieces of equipment for the Seattle VA Medical Center. The intended contract period is a one-year base period plus (4) four one-year option periods. Potential contractors shall provide, at a minimum, the following information to Dean Umathum at Dean.Umathum@va.gov 1) Company name, address, point of contact name, phone number, e-mail address, and DUNS. 2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 811219 Other Electronic and Precision Equipment Repair and Maintenance; the largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $19.0 Million under NAICS code 811219. [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify) 3) How far away from Department of Veterans Affairs, VA Puget Sound Healthcare System, 1660 South Columbian Way, Seattle WA 98108, is your business located? 4) Comment on any current or potential technical, cost, schedule, or performance risks that you would like to make the Government aware of that concerns equipment calibration services for the VA Puget Sound Healthcare System, Seattle, Washington. Provide any additional feedback that you feel is relevant (i.e., problems or any other issues experienced with similar contracts). Include comments on the Draft SOW. 5)How are Calibration Services as described in the draft SOW typically priced? How could it be priced for a Government contract? 6) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, 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 Calibration Services near Department of Veterans Affairs, VA Puget Sound Healthcare System, 1660 South Columbian Way, Seattle WA 98108. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. 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. All interested contractors should notify this office via email by 4:00 PM Pacific Daylight Time on March 8th, 2013. Submit response and information to: Dean umathum, Department of Veterans Affairs, Puget Sound Health Care System, Dean.Umathum@va.gov Draft Statement of Work 2. Contract Title. Emergency Generator Annual Maintenance and Repairs 3. Background. VA Medical Center Spokane critical stand-by power is provided by three (3) large Caterpillar 1500KW generator sets. These Generators must be fully functional and capable of operating 24 hours per day, seven days per week, to provide standby power. VAMC Spokane requires a Contractor to provide annual planned maintenance, maintenance repair, emergency repairs, along with testing and reporting. 4. Scope. Contractor shall provide parts, materials, labor, tools and equipment, and travel as necessary to VAMC Spokane hospital campus (travel to and from VAMC Spokane for all service visits shall be at no additional charge to VAMC Spokane) to provide on-site annual generator maintenance, repairs, and or emergency repair services. The repair services are performed at VA Spokane Healthcare System, Spokane Campus, 4815 N. Assembly Street, Spokane, Washington 99205. 5. Specific Tasks. 5.1 Task 1-On-site Annual Generator Maintenance The contractor shall provide skilled personnel with the technical qualifications to perform maintenance, repair services and testing on all VA Spokane generators and associated equipment listed below. The Contractor shall perform a load bank test event for each unit for a duration of 1 hour under 100 percent load, to include a 15 minute warm-up period and a 15 minute cool down period. Maintenance shall be performed once a year at internals of approximately twelve (12) months; exact date shall be determined by VAMC Spokane Engineering Service (ES). Work sequencing The contractor shall perform generator inspections and or maintenance one generator at time. Two generators shall remain fully functional and capable of operating in case of emergency at all times. Hours to accomplish the annual generator maintenance are Monday through Friday 8:00 am to 4:00 pm. This scope of work covers all Generators and associated switchgears listed below. Generator Equipment: MANUFACTUREModelSerial #Site NameQTY Caterpillar3512CSBG00862VA Gen#265991 Caterpillar3512CSBG00880VA Gen#266001 Caterpillar3512CSBG00881VA Gen#266011 Associated Switchgear MakeModelSerial #VoltageKVSite Name ISOSwitchgearSWG36310480 13.2VA Gen#26599 ISOSwitchgearSWG36310480 13.2VA Gen#26600 ISOSwitchgearSWG36310480 13.2 VA Gen#26601 VAMC Spokane Annual Generator Requirement DescriptionPassFailValue 1 Generator breaker closed 2 Control Switch in the auto position 3 Check control panel for active alarms 4 Check battery charger operation 5 Record battery charger float voltage 6 Check fan drive belts 7 Check alternator drive belts 8 Check all belt pulley condition 9 Check all radiator guards 10 Check all fan guards 11 Check all belt guards 12 Check Generator Set mounting bolts and hardware 13 Check adjustment of vibration isolation equipment 14 Visually inspect air intake system 15 Check intake air filters 16 Tighten all intake air hose clamps 17 Visually check exhaust system 18 Check exhaust system for leaks 19 Check exhaust manifold mounting hardware 20 Inspect exhaust rain cap 21 Load test engine starting batteries 22 Clean battery connections 23 Check starter connections 24 Check battery electrolyte level 25 Install battery anti-corrosion protection Battery Load TestBattery CCA 26 Battery 1 Volts DC AtAmps %CAP 27 Battery 2 Volts DC AtAmps %CAP 28 Battery 3 Volts DC AtAmps %CAP 29 Battery 4 Volts DC AtAmps %CAP Cooling System DescriptionPassFailValue 30 Check engine coolant level 31 Check operation of engine block heater 32 Record block heater temperature 33 Check cooling system freeze point 34 Check cooling system conditioner level 35 Type of coolant in system- standard 36 Check for cooling system contaminants 37 Check for cooling system leaks 38 Check all cooling system hoses 39 Tighten all cooling system hose clamps 40 Visually inspect engine radiator 41 Check for externally plugged radiator 42 Check water pump for leaks 43 Inspect radiator cap 44 Cooling system due for flush and replacement 45 Cooling system due for LLC extender Fuel System DescriptionPassFailValue 46 Fuel system type Diesel 47 Check fuel levels 48 Visually check fuel system for leaks 49 Check all fuel system hose conditions 50 Check for proper flexible fuel lines to engine 51 Check operation of day tank 52 Drain sediment from day tank 53 Check and advise fuel additive / anti-jell 54 Replace primary and secondary fuel filters Lube Oil System DescriptionPassFailValue 55 Check lube oil level 56 Check for engine oil leaks 57 Check condition of exterior oil lines and hoses 58 Pull engine oil sample, analysis and provide report 59 Replace engine oil and filters Generator Set Running Checks DescriptionPassFailValue 66 Check operation of engine starting system 67 Check operation of engine charging alternator 68 Check operation of all meters and gauges 69 Check for proper Generator A/C voltage 70 Check for proper Generator Set Frequency 71 Check for excessive engine noise 72 Check for excessive generator noise 73 Check operation of safety shutdowns 74 Check operation of remote enunciators' 75 Check proper operation of louvers 76 Check that all breakers are in the closed position 77 Return generator control switch to the auto position 5.1 Task 2-On-site Maintenance Repairs The Contractor shall respond to an equipment failure within eight (4) hours or less of a call by VAMC Spokane for unscheduled or emergency on site service. Unscheduled service calls shall be invoiced on hourly basses in accordance with the Quotation Form. The Contractor acknowledges that failure to respond to an emergency call could affect patient care and hospital operations. The Contractor agrees to make his best effort to respond to an emergency calls for Generator service as quickly as possible. VAMC Spokane shall be provided with unlimited telephone support, 24 hours a day, 7 days a week, including weekends and holidays. Any non-consumable or non-warranty parts used during a service visit shall be pre-approved by the Contracting Officers Point of Contact (POC) and billed using the Contractor's current price list at the time of usage. (Provide a quote and approval prior to replacement?) The cost to the VAMC Spokane of new material shall be that actually charged the Contractor as substantiated by vendor's invoices plus the percentage bid under item no. 3 in the Quotation Form. The Contractor shall maintain sufficient parts and supplies to service and repair the VAMC Spokane Generators. Travel to and from VAMC Spokane for all service visits shall be at no additional charge to VAMC Spokane. Service reports for each scheduled and un-scheduled site visit shall be prepared by the service engineer and provided to VAMC Spokane on the same day as the service visit. The service report shall describe all work performed during the site visit and any parts used during the preventative and/or emergency maintenance service. Submit a written report to VAMC, and advise of any further work required. Items of Work For the unit prices bid, the Contractor shall provide all necessary labor, material, and equipment to provide VAMC Spokane with competent service and preventative maintenance program, testing support and consulting services to maintain the Generators. Item No. 1 Routine service and maintenance (Annual site visits) For the price bid, Item No. 1a, the Contractor shall provide one (1) visit to each generator to provide yearly service and complete the VAMC Spokane Annual Generator Requirements list. Item Nos. 1b is an extension of Item No. 1a for all three generators (base cost plus 4 optional years). Item No. 2 Provide Service for Scheduled Corrective Maintenance On Generators For the unit price per hour for this item, the Contractor shall provide one man and one fully equipped vehicle to replace or repair defective components of the Generators. Item No. 2a shall be based upon regular working hours. Item No. 2b shall be based upon daily overtime hours. Item No. 3 & 4 Provide service for emergency corrective maintenance on generators. For the unit price per hour for this item, the Contractor shall provide one man and one fully equipped vehicle to respond to emergency calls from the VAMC Spokane to trouble shoot and/or replace or repair defective components of the Generators. Item No. 3a shall be based upon regular working hours (un-Scheduled). Item No. 3b shall be based upon daily overtime hours and Item No. 3c shall be based upon Saturday, Sunday and Holiday overtime working hours. For the unit price bid per hour for this item, the Contractor shall provide additional manpower as required to trouble shoot and / or replace or repair defective components of the Generators. In general this item will be paid for when one man working alone cannot safely or adequately perform the required emergency work. Item No. 4a shall be based upon regular working hours. Item No 4b shall be based upon daily overtime hours and Item No. 4c shall be based upon Saturday, Sunday and Holiday overtime working hours. Item No. 5 for Providing Materials at Cost Plus ___ Percent For the cost plus percentage bid for this item, the Contractor shall provide materials required to replace and / or repair material found to be defective. The cost to VAMC Spokane of new material shall be that actually charged the Contractor as substantiated by vendors' invoices plus the percentage bid under this item. The percentage bid under this item shall include all the contractor's overhead and profit, and no additional payments will be made other than the actual substantiated cost of material plus the bid percentage. Non-consumable Replacement Parts Non-consumable replacement parts furnished shall be essentially the standard product of the original generator manufacturer. Any substitution for original replacement parts shall be with an equivalent or a better product. The replacement part may be acceptable provided that it meets or exceeds all the requirements of the original part and that such substitute will not materially alter the original basic design. Changes in Design And / Or Substitution of Replacement Parts If, during replacement and/or repair of defective parts, it is found expedient by the Contractor to modify or change the design of any part of the generators, including the equipment or any part thereof, completely detailed and checked working drawings showing the proposed changes are to be submitted to the Owner for review and approval. Any permitted modification or change of design as set forth above is to be at the sole discretion of the Owner. Approval of such changes does not release the Contractor from his obligation or guarantees, nor are any of the conditions of the Agreement abrogated thereby. Any additional costs, including redesign costs to this Contract resulting from these changes, are to be borne by the Contractor. Replacement Parts Guarantee All replacement parts, materials, and workmanship furnished shall be guaranteed by the Contractor to perform the services required of them, to the full expectations and/or satisfaction of the Owner in accordance with recommendations from original equipment manufacturer, for a period of one (1) year from the date of installation and acceptance. Contractor service shall ensure that the equipment functions in conformance with the manufacturer's specifications. Maintenance and repair procedures shall be in accordance with the manufacturer's specifications. SCHEDULE: A.Hours to accomplish the annual generator maintenance are Monday through Friday 8:00 am to 4:00 pm, excluding holidays. All repairs are performed during these hours of coverage unless requested or approved by Contracting Officer's Representative (COR) or Point of Contact (POC) designee as outlined in emergency work. Upon notification of work, required Contractor will respond by 48 hours to perform scheduled annual maintenance or repair equipment, except as noted in the emergency call back. B.Federal Holidays observed by the VA Spokane Health Care System are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day SERVICE MANUALS/TOOLS/EQUIPMENT: The VAMC Spokane shall not provide tools, test equipment, services manuals or service diagnostics software to the contractor. The contractor shall obtain, have on file and make available to its service technicians and all operational and technical data such as operational and service manuals, schematics and parts list which are necessary to meet performance requirements of the contract. The location and listing of the service data manuals by name and or the manuals themselves shall be provided to the Contracting Officer (CO) upon request. DOCUMENTATION/REPORTS: ENGINEER SERVICE REPORT (ESR) The documentation will include detailed descriptions of repair performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards or the manufacturer's specification. Such documentation shall meet the guidelines as set forth in the conformance standards. In addition, each equipment service report must, at a minimum, document the following data legibly and in complete detail: A.Name of Contractor and contract number. B.Name of Field Service Engineer (FSE) who performed the services. C.Contractor Equipment Service Report (ESR) number/log number. D.Date, time (start and ending, equipment downtime and hours on site for service call. E.Description of problem reported by Contracting Officer's Representative (COR) user (If applicable). F.Identification of equipment to be serviced: inventory id number, manufacture name, model number, serial number and any other manufacture's identification information. G.Itemized Description of Service performed (including, if applicable, Costs associated with after normal working hour services) including: a.Labor and travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. b.Total Cost to be billed (If Applicable -i.e., part(s) not covered or services rendered after normal hours of coverage). c.Signatures: d.Field Service Engineer (FSE) performing services described. e.VA Employee who witnessed service described. H.The POC OR BUDGET TECHNICIAN MUST APPROVE ANY ADDITIONAL CHARGES CLAIMED BEFORE SERVICE IS COMPLETED! I.The Contractor may design/develop an ESRT report form that incorporates the minimum criteria stated above. The form should be on standard 8 x 11 paper and shall be approved by the POC prior to use and implementation. REPORTING REQUIREMENTS: The Contractor upon receiving notification of repairs needed to be done shall respond within 48 hours to site needing the work and have equipment repaired unless a part is needed i.e. to be order. The Contractor MUST report to Engineering Service Boiler Plant Bldg 2 to log in, this check-in is mandatory. When the service is completed, the Field Service Engineer (FSE) shall document services rendered on a legible Equipment Service Report(s) (ESR). The FSE shall be required to log out with Engineering Service Boiler Plant and submit the ESR(s) to the POC. All ESRs shall be submitted to the POC for an "authorization/acceptance signature." If the POC is unavailable, a signed, authorized copy of the ESR will be sent to the Budget Technician after the work can be reviewed (if requested or noted on the ESR). VA Facilities Management Service: SPOKANE: 509-434-7414 Bldg.2 CONTRACTOR - Provide telephone number(s) to call for Service Department: Provide name(s) of authorized contact person(s): Deliverables: 5.1 TASK 1 Annual Generator Inspection Report 5.1 TASK 1 Oil Analysis Report 5.1 TASK 1 Coolant Analysis Report 5.1 TASK 1 Load Bank Test Report 5.1 TASK 2 Engineer Service Report 6. Performance Monitoring The Spokane VAMC Maintenance & Operations Electrical Technicians will routinely evaluate inspection and maintenance quality being performed by the Contractor. All three generators and associated switchgear must be fully functional and capable of operating 24 hours per day, seven days per week, to provide standby power. All generator equipment and work spaces must be in a clean state and in a proper working condition. 100% of all instruments returned must be in an acceptable working condition. Any item that is not able to be repaired should have a written statement as to why the repair could not be made and COR should be notified. 7. Security Requirements The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required 8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) The VAMC Spokane will furnish the stationary installed Load Bank Equipment, NO cables or portable Load Bank equipment required from the Contractor. All equipment and supplies used under the terms of this contract will be the responsibility of the Contractor. 9. Inspection and Acceptance Criteria The POC shall inspect all completed work performed by the contractor. The POC shall review annual maintenance report, oil analysis reports, coolant reports, load bank reports for work completeness and accuracy. The Contractor shall be responsible for repair redo, at no additional cost to the government, for equipment repaired by the Contractor and found inoperable. Repeated failure to meet this requirement can subject the Contractor to penalty or contract termination action. 11. Place of Performance. The repair services are performed at Bldg 38 and Bldg 39, VA Medical Center Spokane, 4815 N. Assembly Street, Spokane, Washington 99205. 13. Delivery Schedule. SOW Task#Deliverable TitleFormatNumberCalendar Days After CO Start 5.1 task1Annual Generator Inspection ReportGovernment provided format see 5.12 Copies to COR; 1 electronic copy in Microsoft format; Letter Only to CO5 days after completion of annual inspection 5.1 task 1Oil Analysis ReportContractor-Determined Format2 Copies to COR; 1 electronic copy in Microsoft format; Letter Only to CO5 days after completion of annual inspection 5.1 task 1Coolant Analysis ReportContractor-Determined Format2 Copies to COR; 1 electronic copy in Microsoft format; Letter Only to CO5 days after completion of annual inspection 5.1 task 1Load Bank Test ReportContractor-Determined Format 2 Copies to COR; 1 electronic copy in Microsoft format; Letter Only to CO5 days after completion of annual inspection 5.1 task 2Engineer Service ReportContractor-Determined Format 2 Copies to COR; 1 electronic copy in Microsoft format; Letter Only to COImmediately Upon service completion * Standard Distribution: 1 copy of the transmittal letter without the deliverable to the Contracting Officer shall be Emailed.
Web Link
FBO.gov Permalink
File Name: VA260-13-I-0848 VA260-13-I-0848.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=792197&FileName=VA260-13-I-0848-000.docx)
Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=792197&FileName=VA260-13-I-0848-000.docx

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Place of Performance
Address: Spokane VAMC;4815 North Assembly Street;Spokane, WA
Zip Code: 99205
SN03080822-W 20130607/130606001625-b2c13f0eb7df864b47c3e441bb410e51 (fbodaily.com)
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