Sources Sought Notice – J– 115 KV Electrical substation

Notice Type: Sources Sought Notice

Posted Date: 19-DEC-13

Office Address: Department of the Army; U.S. Army Corps of Engineers; USACE ITL, GSL, EL, CHL, Vicksburg; 3909 HALLS FERRY ROAD , VICKSBURG, MS 39180-6199

Subject: J-- 115 KV Electrical substation

Classification Code: J - Maintenance, repair & rebuilding of equipment

Solicitation Number: W81EWF31376962

Contact: David S. Humphreys, 601-634-5322 mailto:[email protected] [USACE ITL, GSL, EL, CHL, Vicksburg]

Setaside: N/AN/A

Place of Performance (address): USACE ITL, GSL, EL, CHL, Vicksburg 3909 HALLS FERRY ROAD , VICKSBURG MS

Place of Performance (zipcode): 39180-6199

Place of Performance Country: US

Description: Department of the Army

U.S. Army Corps of Engineers

USACE ITL, GSL, EL, CHL, Vicksburg

The US Army Corps of Engineers, Engineer Research and Development Center (ERDC), is conducting market research to determine interest from any small businesses to provide services for the inspection, testing, maintenance and repair services for the 115 KV electrical substation at the United States Army Corps of Engineers (USACE) Engineering Research and Development Center (ERDC), hereafter referred to as ERDC. The Government will use this market research to make appropriate set-aside decisions associated with this requirement. The Government anticipates the award of a Firm-Fixed Price contract to the successful offeror of this requirement. The designated NAICS Code is 811310, with a small business size standard of $7,000,000.00 employees. If interested please respond and provide the following information: socioeconomic status of company, if any, (i.e. EDWOSB, WOSB, 8(a), HUBZone, Veteran Owned, Small Disadvantaged Business, Service Disabled Veteran Owned, etc.), company CAGE code, relevant past performance on same/similar projects in the last five years (include contract number, dollar value, agency, contracting officer name, phone number, and email address). Responses shall be limited to two pages and emailed to [email protected] no later than 4:00 pm Central Standard Time, 6 January 2014. IF A SOLICITATION IS ISSUED IT WILL BE ANNOUNCED AT A LATER DATE IN AN OFFICIAL ANNOUNCEMENT THRU THE GOVENRMENTWIDE POINT OF ENTRY - FEDBIZOPPS (www.fbo.gov), and all interested parties must respond to that solicitation announcement. It is incumbent upon the interested parties to review the announcement frequently for any updates and amendments to any and all documents. All potential offerors are reminded, in accordance with FAR 52.204-99 System for Award Management Registration, lack of registration in the System for Award Registration (SAM) will make an offeror ineligible for contract award. Additionally, in accordance with Federal Acquisition Regulations (FAR) 52.204-8 Annual Representations and Certifications, offerors are also reminded to complete the Online Representations and Certifications Application (ORCA) at SAM. This market research shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. No reimbursement will be made for any costs associated with providing information requested herein. Description of requirement: This Performance Work Statement (PWS) summary provides a description of the inspection, testing, maintenance and repair services for the 115 KV electrical substation at the United States Army Corps of Engineers (USACE) Engineering Research and Development Center (ERDC), hereafter referred to as ERDC. The Contractor shall furnish all labor, supervision, tools, materials, equipment, incidental engineering, and transportation necessary for the inspection, testing, maintenance and repair to the 115 KV electrical substation at the ERDC, located at 3909 Halls Ferry Road, Vicksburg, Mississippi 39180-6199. The specific tasks and duties required for this requirement are outlined below. These tasks required may be subject to change and may change upon issuance of a solicitation. C.5 SPECIFIC SERVICES AND TASKS C.5.1 GENERAL The Contractor shall inspect, test, maintain and repair the 115 KV electrical substation. The substation contains two Kuhlman 20 MVA transformers with Siemens-Allis type IJ-2T load tap changers, two Siemens-Allis Line Backer motorized group operated switches, three General Electric vacuum circuit breakers, four Square D vacuum circuit breakers, a 120 volt DC battery system and charger, and associated protection relays as shown in the following table: TABLE 1 Protection Relays MANUFACTURER DESCRIPTION TYPE MODEL # QUANTITY GE VERY INVERSE TIME IAC 12IAC53B811A 8 GE FREQUENCY SFF 12SFF31CIA 1 WH DIFFERENTIAL HU 290B345A09A 6 SWE OVERCURRENT/RECLOSING SEL 551C 4 C.5.1.1 INVENTORY The Contractor shall maintain sufficient off the shelf materials and an inventory of repair parts. At a minimum, the inventory shall include electrical connectors, lamps, lenses, nuts, bolts springs, screws, and cotter pins. Lack of availability of materials or equipment will not relieve the Contractor from the requirement to complete corrective maintenance within the time limits specified. C.5.1.2 SITE CONDITIONS All debris, rubbish, excess material, and parts shall be cleaned up and removed at the completion of work and/or at the end of each day work is in progress. Debris and rubbish shall be removed from the work area and transported in a manner as to prevent spillage on streets or adjacent areas. Local and state regulations regarding hauling and disposal apply. C.5.1.3 SUBSTATION INTEGRITY When the Contractor completes work on any component of the substation, that component shall not have any defects or missing parts that would prevent it from functioning as originally intended and/or designed. Corrective repair or replacement work shall be carried to completion including operational checks and cleanup of the job site. C.5.2 STANDARDS AND PROCEDURES All workmanship shall meet the approved and accepted standards of the industry; equipment manufacturers; all applicable activity, local, state, and federal standards; and all applicable safety codes, to include but not limited to the National Fire Protection Association, National Electric Code, Underwriters Laboratory, American National Standards Institute and the Institute of Electrical and Electronic Engineers. C.5.3 INSPECTION, TESTING AND MAINTENANCE (ITM) The Contractor shall perform inspection, testing, and maintenance (ITM) on the 115 KV electrical substation. ITM consists primarily of inspection, testing, lubricating, cleaning, calibrating, and correcting minor deficiencies as required. Contractor shall also verify proper system operation as per intended design and manufacturer's operating standards. C.5.3.1 ITM PLAN The Contractor shall prepare and submit an ITM plan as part of their proposal. The plan shall be based on Contractor expertise, general engineering judgments and in accordance with the latest versions of applicable codes and standards. The submitted plan shall include components to be inspected, tested and maintained, procedures, frequencies required and reporting methodology. C.5.3.1.1 MONTHLY INSPECTION The Contractor shall perform monthly inspections on the 115 KV electrical substation. The minimum acceptable requirements for inspection are shown in Technical Exhibit 3. C.5.3.1.1.1 Equipment Log Sheets As part of the monthly inspection, the Contractor is required to record specific readings taken in the vacuum circuit breakers and the power transformer. These readings shall be recorded on log sheets that are located in the substation control house. The log sheets will be provided by the Government. A copy of the log sheets is given in Technical Exhibit 4. C.5.3.1.2 ANNUAL TESTING AND MAINTENANCE The Contractor shall perform testing and maintenance on the 115 KV electrical substation once a year. The minimum acceptable requirements for inspection are outlined in Technical Exhibit 5. The annual testing and maintenance shall be scheduled so as to coincide with a monthly inspection to insure that all the requirements of both are met. C.5.3.1.2.1 Testing Procedures Testing shall be done in accordance with the manufacturer's instructions, these specifications, and applicable NEMA, ASA, ANSI, NFPA, IEEE and ASTM standards. The Contractor shall include a description of test types and procedures in the ITM plan to be submitted with the proposal. C.5.1.3.2.2 Over Potential Testing Values The Contractor shall get Government approval prior to conducting any tests that require over potential values. C.5.3.1.2.3 Vacuum Circuit Breakers The Contractor shall perform all maintenance on the vacuum breakers and re-closures (GE VIB-15.5-1200-4, 600A. SWE SEL-551C, 600A ) as indicated in the maintenance and adjustments section of the manufacturer's instructions. The section on Interrupter Erosion 2000 Ampere and Interrupter Replacement Procedure does not apply and shall be excluded. A copy of the Maintenance and Adjustments section of the manufacturer's instructions is provided in Technical Exhibit 6 and Technical Exhibit 7. C.5.3.2 OIL SAMPLING AND ANALYSIS The Contractor shall take oil samples from each Kuhlman 20 MVA transformer and each associated load tap changer on a semi-annual basis. One sampling period shall coincide with the annual testing and maintenance procedures. C.5.3.2.1 TRANSFORMERS The Contractor shall test the oil for moisture content, acid, dirt, sludge, color and dielectric strength. A dissolved gas analysis (DGA) shall also be conducted. C.5.3.2.2 LOAD TAP CHANGER The Contractor shall test the oil for moisture content, acid, dirt, sludge, color and dielectric strength. C.5.3.2.3 TESTING PROCEDURES The Contractor shall determine the proper ASTM procedures required to analyze oil samples. A list of these procedures along with a sample output of testing shall be submitted in the ITM plan to be submitted with the proposal. C.5.3.2.4 CERTIFIED LABORATORY The Contractor shall use a laboratory that is certified in performing the oil sample analysis tests. C.5.3.3 WORK SCHEDULE The Contractor shall submit a schedule of all work to be conducted over the course of one year. The schedule must provide the location, system, equipment, work to be performed and the dates that the work will be accomplished. The work schedule shall be submitted within 10 calendar days after award for approval by the COR. Once accepted, the Contractor shall strictly adhere to the schedule to facilitate the Government's inspection of the work. Proposed changes to the approved schedule must be submitted for approval by the COR as outlined in Technical Exhibit 2. C.5.3.4 REPORTS The Contractor shall develop comprehensive report forms for the monthly inspections and the annual testing and maintenance requirements. Report forms shall identify equipment by model number or by customer's identification number (where assigned) and shall be suitable for reproduction on normal office copying machines. A copy of all forms shall be submitted to the COR within 10 calendar days after award for approval. Subsequent changes to the forms shall be submitted to the COR for approval as outlined in Technical Exhibit 2. C.5.3.4.1 MONTHLY INSPECTION The Contractor shall submit a copy of each inspection report (electronically thru email) to the COR or designated representative no longer than 7 days after completion of work. Report forms shall be signed by the managing or supervising representative. C.5.3.4.2 ANNUAL TESTING AND MAINTENANCE The Contractor shall submit a final report within 30 calendar days to the COR or designated representative that has been signed by the managing or supervising representative. The reports shall be submitted electrically as well as hard copy duplicate in three ring binder with the outside labeled with the contents. The contents of the report shall be typed, tabbed, dated, printed on 81/2 quote mark X 11 quote mark bond and shall include the following: Table of Contents Description of Test Types and Procedures Description of Equipment Tested and Maintained Test Result Data Forms for Testing and Maintenance Copy of coinciding Monthly Inspection Copy of coinciding oil analysis Summary of Finding Five Year Maintenance and Replacement Plan for all Substation Equipment Recommendations and Additional Comments C.5.3.4.3 OIL ANALYSIS The Contractor shall submit the results of the oil analysis within 30 calendar days after sample has been taken or with the annual report when the sampling coincides with the scheduled annual testing and maintenance procedures. C.5.3.5 DEFICIENCIES Equipment deficiencies shall be defined as problems that prevent the normal operation of the substation. C.5.3.5.1 MINOR DEFICIENCIES The Contractor shall repair all minor deficiencies identified during PM inspections prior to departure from the job site. The cost of these repairs shall be included in the firm fixed price of this contract. The Contractor shall provide all special tools required for repairs. C.5.3.5.1.1 Relay Covers The Contractor shall replace all damaged, cracked or broken glass and seals. C.5.3.5.1.2 Ground Connections The Contractor shall repair or replace all damaged or broken ground connections. C.5.3.5.1.3 Indicating Lenses and Lamps The Contractor shall replace all damaged, cracked or broken lenses and burned out lamps. C.5.3.4.1.4 Miscellaneous Hardware The Contractor shall provide any and all miscellaneous hardware to include but not limited to nuts, bolts, springs, screws and cotter pins, required to replace missing or damaged parts or to properly adjust existing equipment. C.5.3.5.1.5 Electrical Connections The Contractor shall tighten loose connections as necessary. C.5.3.5.1.6 Damaged Insulators The Contractor shall replace all broken, cracked, worn or missing insulators. The insulators will be provided by the Government from on-site inventory. C.5.3.5.2 MAJOR DEFICIENCIES Major deficiencies shall be defined as deficiencies not specifically defined as minor deficiencies above and shall be considered reimbursable repair. The Contractor shall report all major deficiencies to the COR prior to departure from the ERDC. C.5.4 REIMBURSABLE REPAIR Reimbursable repair work is defined as requirements which are beyond the scope of ITM. The total cost of a reimbursable repair shall include the Contractors composite labor rate, and direct material costs. C.5.4.1 ROUTINE REPAIR WORK Repair work identified by the Contractor during ITM or requested by the Government in a Scope of Work shall be considered routine repair work. The Government will provide the Contractor with a scope of work for all requested routine repair work. The Contractor shall provide a written proposal for all routine repair work prior to work being performed. C.5.4.1.1 PROVIDING PROPOSALS The Contractor shall provide a written proposal within 7 working days of receiving a scope of work from the COR. Proposals shall include a description of the work to be accomplished and a detailed breakdown of labor (man-hours required) and direct material costs necessary to satisfy the requirements of the scope of work. The proposal shall also include a schedule of work and a start and completion date. The Contractor shall provide documentation (i.e. quotes, catalog sheets, etc.) to support all direct material costs. C.5.4.1.2 ACCEPTING PROPOSALS Provided the Government determines that the proposal is fair and reasonable, the COR will direct the Contractor to perform the work. The Contractor shall perform work identified in this contract as reimbursable repair work in accordance with the Contractor's proposal as approved by the COR If the Government determines that the proposal provided is not fair and reasonable, the COR has the option to negotiate with the Contractor or choose to satisfy the work requirement through other contractual means. C.5.4.1.3 CHANGES TO SCOPE OF WORK If the job requirements change after work has commenced, the COR may direct the Contractor to prepare either a new proposal for the whole job or a separate proposal for the changed conditions if they represent additional requirements and are separable from the original scope of work (do not affect the original order). Both the Government and the Contractor are responsible for identifying such changed conditions and in immediately notifying the other of the circumstances. The final determination of whether any circumstances constitute changed conditions rests with the Government. The Government shall not accept a circumstance as a changed condition which, in its judgment, should have been realized by the Contractor at the time the proposal was prepared. C.5.4.2 SERVICE CALLS Service calls are defined as repair work requirements which arise due to system failure of equipment malfunction. The contractor shall respond as appropriate to all service calls generated by a designated Government representative. The Contractor shall perform service call work as necessary to determine the cause of system failure or equipment malfunctions, eliminate the cause(s), and restore the system or equipment to satisfactory working condition. C.5.4.2.1 CALL CLASSIFICATION Service calls will be classified at the discretion of the COR. C.5.4.2.1.1 Urgent Service Calls Generally, urgent calls will consist of correcting failures which do not immediately threaten personnel, or property, but which would soon inconvenience and/or affect the health or well being of personnel, lead to property damage, or lead to disruptions in operations and/or training missions. C.5.4.2.1.2 Emergency Service Calls Generally, emergency calls will consist of correcting failures that constitute an immediate danger to personnel, threaten to damage property, or threaten to disrupt activity operations and/or training missions. C.5.4.2.2 SERVICE CALL RESPONSE The Contractor shall have procedures for receiving and responding to service calls 24 hours per day, seven days a week, including weekends and holidays. A single telephone number shall be provided by the Contractor for receipt of all service calls. An individual fully familiar with the Contractor's work control procedures and the terms and conditions of this contract shall answer all telephone calls. Service calls shall be considered received by the Contractor at the time and date the telephone call is placed by an authorized Government representative. C.5.4.2.2.1 Urgent Service Calls The Contractor shall be on the job site and working within 3 working days of receiving the service call. C.5.4.2.2.2 Emergency Service Calls The Contractor shall respond immediately and must be on the job site and working within 12 hours after receipt of an emergency service call. C.5.4.2.3 SERVICE CALL PROCEDURE 1. Respond timely to each service call as required. 2. Check in with COR upon arrival on site. 3. Troubleshoot and diagnose problems with the system and equipment. 4. Adjust, calibrate, and lubricate, as necessary. 5. Correct any minor deficiencies as per paragraph 5.3.5.1. 6. If no further action is necessary, the Contractor shall notify the COR, that the substation is functioning properly, prior to departing the ERDC. 7. If the substation requires repair, the Contractor shall immediately notify the COR that the substation is not functioning properly. The repairs shall then be accomplished as per paragraph C.5.4.1 Routine Repair Work.

Link/URL: https://www.fbo.gov/spg/USA/COE/329/W81EWF31376962/listing.html