J059--Generator Preventive Maintenance Bedford VA Medical Center

Description

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 811310 (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance) with a size standard $12.5 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Generator Preventative Maintenance the Bedford VAMC per the requirements below. Refer to the Statement of Work below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Statement of Work. 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 supply Generator Preventative Maintenance are invited to submit a response to this Sources Sought Notice by 06-25-2025. 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 Preventative Maintenance as listed in Attachment 2 Statement of Work 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 SOW. 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 Scope of Work VA Bedford HCS 200 Springs Rd. Bedford, MA 01730 Project Title: Preventative Maintenance on Emergency Generators Overview The contractor will perform annual preventative maintenance on stationary and portable emergency generators located at the Bedford VA medical Center, 200 Springs Rd, Bedford Ma. Detailed Requirement: Contractor shall perform the following work on each unit; a VA employee will provide access and be available for each unit s inspection. Contractor is responsible for all labor, materials, tools and special equipment required to perform the work. Contractor shall field verify the information provided. Contractor shall meet all certifications, testing and preventive maintenance requirements, including but per The Joint Commission, NFPA 110, NFPA 99, NFPA 70, and VHA Directive 1028. VA shall be provided certifications copy during the proposal and after contract award. Contractor shall fill out EPPS maintenance log, as shown in NFPA 110 and submit a filled copy. This is in addition to the preventive maintenance report. Emergency repairs: 120 hours of regular time as a separate line item. All option year shall include this line item. This line item will be used for any emergency or required repairs for the generator. The generators are as follows: Unit Number Location Power Output (kw) Engine Make Model # Generator Model # Generator # 10 Bldg 10 400 Cummins QSX15-G9 258 Generator #22 Bldg 22 300 Cummins QSM11-G4 B246 Generator # 61 Bldg 61 450 Milton CAT FTE03236   Generator # 92 Bldg 92 450 Cummins QSX15-G9 450DFEJ Generator # 93 Bldg 93 450 Cummins QSX15-G9 450DFEJ Generator # 94 Bldg 94 450 Cummins QSX15-G9 450DFEJ Generator # 95 Bldg 95 450 Milton CAT FTE03239   Generator # 8 Bldg 8 180 John Deere 6081A F001 C SO RO W0R0ZJ Generator #19 Blg 19 180 Triton   TP-I160-T3-UL Water Tower Water Tower 60 Kohler     Generator 70 Building 70 450 Milton CAT FTE03237   Portable #1 Portable 300 Cummins QSM11-G4-NR3 A300CUIV Portable # 2 Portable 365 John Deere 6135HFG95 433CSL6216 Portable #3 Portable 125 Magna Plus   363NSL1661 1. Replace Lube oil and remove waste oil from site. 2. Replace lube oil Filter(s) and remove used filters from site. 3. Replace fuel filter(s) and remove used filters from site. 4. Replace coolant filters and remove used filters from site. 5. Service and clean air filters as required. 6. Check coolant level, condition of coolant, freeze protection rating and perform pressure test. 7. Perform air inlet restriction test. 8. Inspect hoses and belts, adjust belts if required. 9. Check block heater for proper operation. 10. Inspect fuel supply system, including hoses, piping, solenoid valves and transfer tank where applicable for any signs of leaks or deterioration. 11. Inspect exhaust system and condensation drains, check rains caps for proper opening and closing. 12. Check batteries electrolyte level, check specific gravity, clean terminals and protect terminals with corrosion proof solvent. 13. Check and adjust all engine and generator shutdown and alarm systems. 14. Adjust output voltage and frequency if required. 15. Confirm proper operation of gauges and Ac metering system systems. 16. Inspect transfer switch main contacts if possible. 17. After notifying customer, operate transfer switch and confirm the operation of all timers and accessories, ensure start-up and cool down periods are within parameters. 18. Contractor shall leave each work site clean based on the work that was performed, no oily rags, absorbents, or other debris will be left on site. 19. For each unit, an inspection sheet will be prepared as to the work completed and all findings. All services & inspections shall be scheduled thru Electrical Supervisor. Any additional work required for the proper operation of the generator that is identified during the inspection of the unit, will be brought to the customers immediate attention, but no repairs of those additional work items can be done under this Scope of Work. No additional work can be performed under this contract, and no changes to this Scope of Work can be made without the authority and prior approval of the Contracting Officer. General Requirement: All work, material and workmanship to be furnished shall conform to all applicable local and national standards, VA SOPs, industry recommended practices and safety codes, to the requirements and test procedures of the Massachusetts state building code. The VA shall be notified of any changes before work is started. Contractor to obtain all notifications and approvals required before starting work such as ILSM and ICRA and obtain approvals upon completion as required. If necessary, any shutdown of utilities shall not take place until notification and approval has taken place with the end user and the Engineering Shop Main Supervisor and Trade Supervisor and written approval is received from the COR. If utilities are damaged, Contractor, at their own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen; to existing building, piping and conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone) which are not scheduled for discontinuance or abandonment. The Contractor shall thoroughly review the construction documents and site conditions and notify the VA of any discrepancies there-in or with the documents or/and existing conditions. Notification of discrepancies or construction complexities that may impact construction, cost or aesthetics is to be made before an agreement is made on costs. It is the obligation of the contractor to verify existing conditions including overall dimensions, centerline of fixtures, material, equipment, fixture, hardware type, sizes and number to be used. All construction means, methods, sequences, scheduling, procedures, and safety precautions are the responsibility of the contractor/builder. It is understood that adequate numbers of skilled workmen, who are thoroughly familiar with the methods necessary for execution of work shall be employed. Contractor shall provide and is solely responsible for public and employee protection as necessary and required by the codes, ordinances and regulations of governmental agencies having jurisdiction at the project site. Contractor must submit a safety plan. Employees of General Contractor and their subcontractors shall comply with all VA security management programs and direction of the VA police. The employees will report to the Engineering Department with government issued picture identification and receive a badge for the duration of their time working at the VA. The employees will be restricted to buildings and areas required for their work and will refrain from entering other areas and restricted access spaces. They shall not enter the project site without appropriate badges. They may also be subject to inspection of their personal effects when entering or leaving the site. Any incidents including but not limited to unplanned disruption of utilities, flooding or on-site work accidents shall be reported to the COR as soon as possible. No photography of VA premises, residents, patients or staff is allowed without permission of the Contracting Officer or COR. Contractors and subcontractors to comply with VA requirements for site/work rules, construction work time, dumpster and equipment use, location and storage. Location of all storage, equipment and supplies shall be reviewed and approved by the COR. All debris must be disposed of legally and as a part of the work. Site to be kept free of debris at all times and broom cleaned at the end of the day. Use of common areas in order to get to work area from the exterior shall be coordinated with the COR for approval. The safety and protection plan shall be reviewed with the COR. Provide the maximum protection of surfaces to the extent possible with the understanding that protection may need to be installed and removed as needed and on a daily basis as required by the COR. Protect areas at all times in accordance with Interim Life Safety Measures and Infection Control Risk Assessment. These forms shall be filled out and provided to the Safety Department & COR and posted on site. All Contractor vehicles shall be parked in a designated parking space or construction yard. Activity shall be limited and allow for the continued and safe ongoing operations of the medical center. Contractor to provide for protection of existing materials, buildings and equipment where work is to be done, materials handled and equipment moved or relocated. The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the Contractor. Remove, cut, alter, replace, patch and repair existing work as necessary to install new work. Except as otherwise shown or specified, do not cut, alter or remove any structural work, and do not disturb any ducts, plumbing, steam, gas, or electric work without approval of the COR. Existing work to be altered or extended and that is found to be defective in any way, shall be reported to the COR before it is disturbed. Materials and workmanship used in restoring work, shall conform in type and quality to that of original existing construction, except as otherwise shown or specified. Upon completion of contract, deliver work complete and undamaged. Existing work (walls, ceilings, partitions, floors, mechanical and electrical work, lawns, paving, roads, walks, etc.) disturbed or removed as a result of performing required new work, shall be patched, repaired, reinstalled, or replaced with new work, and refinished and left in as good condition as existed before commencing work. The Contractor shall keep a record set of drawings, specifications, sketches, etc. on site, clearly labeled. The drawings will be marked with any changes and as-built conditions. Contractor to provide products as specified with manufacturers named when noted. Pricing shall be based on specified item. Substitutions can be offered as a deduct alternate if it provides a cost savings. Contractor must obtain written approval for substitution. Contractor to provide a construction schedule that includes start & completion dates, dependencies, dates for approvals, mobilization, and work by individual trades, inspections, substantial completion, move in and close out. Schedule to be submitted within 5 business days of project approval and updated on a regular basis through-out construction. The Medical Center is a 24/7 facility with multiple end users. The Contractor is required to work directly with the COR in Engineering. Any changes in the schedule or coordination required with the end user shall be facilitated by the COR. Contractors and their subs shall work with the COR and end user main point of contact only. Details within the framework may be discussed directly with the end user point of contact with prior understanding of the COR. COR must be copied on all correspondences. Requests for information (RFI) must be submitted in writing to the VA. Change orders shall be presented to the VA for review and approval. No work shall take place before prior written approval. Contractor/sub-contractors shall warrant work performed for a period of one year from the date of final acceptance. Contractor to review all submittals (including those from subcontractors) and verify accuracy of contents, including material field dimensions, adjacent construction, conformance with the specified environmental and job conditions, coordination with other work and the contract documents. Submittals shall be stamped to signify that it has been reviewed by the Contractor as noted above and sent to the VA for review and approval. Provide samples of all finish materials. Near the completion of the work, the COR shall walk through the space with the Contractor and generate a list of deficient/incomplete items. A schedule of completion of deficient items will be provided by the Contractor. At final completion of the work, the Contractor shall review the work with the COR and both parties shall sign off in agreement on the completed items.