Sources Sought Notice – J– Preventive Maintenance and Load Bank Testing on Emergency Generators

Notice Type: Sources Sought Notice

Posted Date: 03-DEC-13

Office Address: Department of Veterans Affairs;Acquisition (460);1601 Kirkwood Hwy.;Wilmington DE 19805

Subject: J-- Preventive Maintenance and Load Bank Testing on Emergency Generators

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

Solicitation Number: VA24414Q0212

Contact: Chuck PeckContracting Officer E-Mail: [email protected] (302) 994-2511 x7526 mailto:[email protected]

Setaside: Total Small BusinessTotal Small Business

Place of Performance (address): Wilmington VA Medical Center;1601 Kirkwood Highway;Wilmington, DE

Place of Performance (zipcode): 19805

Place of Performance Country: USA

Description: Department of Veterans Affairs

Wilmington VAMROC

Department of Veterans Affairs Medical and Regional Office Center

THIS IS A SMALL BUSINESS SOURCES SOUGHT NOTICE REPRESENTING A MARKET SURVEY AND IS NOT A REQUEST FOR PROPOSALS, PROPOSAL ABSTRACTS, QUOTATIONS OR INVITATION FOR BIDS

The Department of Veterans Affairs, Wilmington DE, is conducting a MARKET RESEARCH to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are Service-Disabled Veteran-Owned, Veteran-Owned, Small Business, HUB Zone 8(a), Women-Owned, or small disadvantaged business concerns; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. Small business concerns should be capable of furnishing all labor, supervision, and parts, to include all equipment necessary to perform all work required under the proposed contract.

DESCRIPTION: Scope of Work:

The work described shall be performed by trained, qualified technicians in accordance with the manufacturer's recommendations. Contractor will check in with the COR each day before starting work to obtain a visitor badge and authorization to perform service that day. The Contractor must wear a visitor badge while on station and return that badge when work is concluded each day.

a. ANNUAL INSPECTION:

i. FUEL SYSTEM:

1. General inspection of all components per OEM Manual.

2. Change fuel filter, (filter to be furnished by contractor).

3. Change air filter (filter to be furnished by contractor).

4. Analyze diesel fuel for condition. (Contractor to recommend fuel replacement if required).

5. Check entire unit for leaks.

6. Adjust valves and injectors as necessary.

ii. LUBRICATING SYSTEM:

1. Change oil and by-pass filter (oil to be furnished by contractor). Oil must meet unit manufacturer's recommendation. The COR will verify the oil to be used and ensure compliance in accordance with the OEM requirements.

2. Change oil filter, (Filter to be furnished by the contractor).

3. Check entire unit for oil leaks. If any leaks are present they must be annotated in the inspection report with the proper recommended action.

4. Clean crankcase breather.

5. Lubricate all parts as required by manufacturer's service manual.

6. Check oil pressure for proper pressure.

iii. COOLING SYSTEM:

1. Change antifreeze solution (antifreeze to be furnished by contractor). Antifreeze to be changed yearly.

2. Cooling system will be protected to -20 degree Fahrenheit.

3. Clean exterior of all radiators.

4. Check all engine water pumps.

5. Examine all ductwork for looseness.

6. Check condition of all hoses and connections. Replace as needed (to be furnished by contractor).

7. Inspect, Adjust and replace belts if necessary (Belts to be furnished by contractor).

8. Inspect block heater for proper operation.

iv. SERVICE BATTERIES:

1. Clean and check electrical connections.

2. Make specific gravity test on lead acid batteries.

3. Add distilled water to maintain proper electrolyte level. Distilled water must be provided by the contractor.

4. Check charging rate.

5. Battery trickle charging circuit operating properly.

v. EXHAUST SYSTEM:

1. Check condition of muffler; exhaust lines, supports and connections.

2. Check for repair, as needed all exhaust leaks.

3. Check and exhaust manifold and turbo-charge cap screws.

4. Check exhaust for evidence of wet stacking.

vi. GENERATORS:

1. Clean generator windings.

2. Check generator bearings.

3. Measure and record resistance reading of generator winding using insulation tester (Meg Ohm Meter "Megger") and check for bearings abnormal wear and generator winding resistance. Record on inspection form kept in equipment file by COR. Recommend action if abnormal readings are found.

4. Inspect generator heater for proper operation.

5. Check for unusual noise or vibration during operation

6. Vacuum inside the transfer switched and generators control panels.

7. Check appearance of slip rings, if necessary.

8. Blow out with clean dry compressed air.

vii. SYSTEMS CONTROLS:

1. Re-evaluate the setting of the voltage sensing and time delay relays.

2. Check out and record the time intervals of the various increments of the automatic start-up and shutdown sequences.

viii. ENGINE SAFETY CONTROLS:

1. Check operation of all engine operating alarms and safety shutdown devices (generator will not be under load during this check).

2. Run generator under load, to check instruments including voltage, frequency, amperage, and make the necessary adjustments.

3. Check automatic transfer switch for proper operation, check operation, check contacts, trickle charge, voltage at contactor, phase protection relays and start relays.

4. Tune engine as required by manufacturer's service manual.

ix. GOVERNOR:

1. Check all linkage and ball joints.

2. Check oil level, if applicable.

3. Observe for oil leakage. If any leaks are present they must be annotated in the inspection report with the proper recommended action.

x. LOAD TEST:

1. Perform annual load bank testing of the generators. Each load bank shall include running the generator at 25% of nameplate rating for 30 minutes, followed by 50% of nameplate rating for 30 minutes, followed by 75% of nameplate rating for 60 minutes, followed by 30% of nameplate rating for 150 minutes, for a total of 4.5 continuous hours. Contractor will record tests results on inspection report and comment on any abnormalities found.

b. SEMI-ANNUALLY:

i. ENGINE LUBRICATING SYSTEM:

1. Change oil, filter, and by-pass filter (if sufficient hours have accumulated.). Oil and filter to be furnished by contractor.

2. Clean crankcase breather.

ii. FUEL SYSTEM:

1. General inspection of all components.

iii. GOVERNOR:

1. Check all linkages and ball joints.

2. Clean hydraulic oil.

3. Observe for oil leakage.

iv. COOLING SYSTEM:

1. General inspection of all components.

2. Clean exterior of all radiators.

3. Check condition of all hoses and connections, replace as needed.

4. Inspect, adjust and replace belts if necessary. Replacement belts must be provided by the contractor.

v. GENERATOR:

1. Blow out with clean dry compressed air.

vi. SERVICE BATTERIES:

1. Clean and check electrical connections.

2. Make specific gravity test on lead acid batteries.

3. Add distilled water to maintain proper electrolyte level.

4. Check charging rate.

5. Battery trickle charging circuit operating properly. Test for proper operation and comment on inspection report. Recommend corrective action if found incorrect.

vii. GENERATOR OPERATION:

1. Observe proper starting and operation of generator manually. ( load not to be transferred)

c. Submit a complete inspection report to the COR. Please note that the inspection report is an industry standard designated around the OEM Maintenance Manual for the specific make and model requirement. The contractor will make recommendations on the inspection report.

2. LISTS OF UNITS:

a. Gen Set # 1 (Building 18): Kohler model 600reozv 208/120V, 600kW

b. Gen Set #2 (Building 7): Caterpillar model Cat32 480/277V, 1000kW

c. Gen Set #3 (Building 19): Cummins model DFGB 480/277V, 600kW

d. Gen Set #4 (Building 17): Kohler model 200reozjf 208/120V, 200kW

e. Gen Set #5 (Building 15): Detroit Diesel 208/120V, 150kW

f. Fire Pump (Building 1, room 145)

3. TRAVEL: The cost of travel and/or travel time to and from the job site will be at the contractor's expense, no cost to the Government.

4. WORKMANSHIP: All work will be performed by trained, qualified technicians in accordance with the manufacturer's recommendations.

5. SERVICE TICKETS: All service tickets will show the Make, Model, Serial, and PM numbers of the equipment being serviced.

6. WORK TIME: Work will be done during normal business hours (8:00 am through 4:00 pm, Monday through Friday), excluding Federal Holidays*. The contractor's representative shall report to the COR prior to commencing work and at the completion of each workday. Emergency response time is to be within 24 hours after the initial call is placed by the COR. The Hourly Rate will commence at the time the technician reports to the COR. The Hourly Rate is only for labor charges and does not include parts or materials. Contractor is expected to provide tools and diagnostic equipment relevant and necessary to complete repairs at no additional cost.

a. *Federal Holidays include: New Year's Day, Birthday of Martin Luther King, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

7. PAYMENTS: Payment will be made quarterly in arrears after receipt of properly prepared invoices, provided that the following has been met:

a. In order to properly administer this contract, it is mandatory that all technicians report to COR, with the work/repair ticket after the work have been completed. This procedure is necessary to insure that internal accountability is maintained for all repairs. Failure to follow this procedure may jeopardize the payment of maintenance work and the contractor's technician who ignores this procedure so at his/her own risk.

8. PERIOD OF SERVICE: The term of this contract is for one year.

9. QUALIFICATION OF OFFERORS: Proposals will be considered only from offerors who are regularly established in the business called for and who in the judgment of the Contracting Officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities and personnel directly employed or supervised by them to render prompt and satisfactory service.

10. SAFETY REQUIREMENTS: In the performance of this contract, the contractor shall take such safety precautions as the Contracting Officer or his designee may determine to be reasonably necessary to protect the lives and health of the occupant of any building. The Contracting Officer or his designee will notify the contractor of any noncompliance with the foregoing provisions and action to be taken. After receipt of such notice, the contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served on the contractor, his representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or any apart of the work and hold the contractor in default as provided for elsewhere in this contract..

NAICS 811310

POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE:

1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e., small/large) and DUNS Number. 2) Submit to: Department of Veterans Affairs, 1601 Kirkwood Highway, Contracting Office, ATTN: Chuck Peck, Wilmington, DE 19805. Responses should be received no later than 4:00 PM EST, Thursday, December 5, 2013. Submissions must be made via email to: [email protected] or FAX: (302) 225-9287. E-mail is the preferred method to respond.

AT THIS TIME NO SOLICITATION EXISTS. (DO NOT REQUEST A COPY OF THE SOLICITATION). A FUTURE NOTICE WILL BE POSTED WHEN THE SOLICITATION WILL BE RELEASED.

Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. No Proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s.)

Link/URL: https://www.fbo.gov/spg/VA/WiVAMROC460/WiVAMROC460/VA24414Q0212/listing.html