This Sources Sought Notice is for planning purposes only and shall not be considered as an
invitation for bid, request for quotation, request for proposal, or as an obligation on the part of
the Government to acquire any products or services. Your response to this Sources Sought
Notice will be treated as information only. No entitlement to payment of direct or indirect costs
or charges by the Government will arise as a result of contractor submission of responses to this
announcement or the Government use of such information. This request does not constitute a
solicitation for proposals or the authority to enter into negotiations to award a contract. No funds
have been authorized, appropriated, or received for this effort.
The information provided may be used by the Department of Veterans Affairs in developing its
acquisition approach, statement of work/statement of objectives and performance specifications.
Interested parties are responsible for adequately marking proprietary or competition sensitive
information contained in their response. The Government does not intend to award a contract
based on this Sources Sought Notice or to otherwise pay for the information submitted in
response to this Sources Sought Notice.
The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e).
The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 335313 Switchgear and Switchboard apparatus Manufacturing. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.
Responses are due NLT 11/11/2021 3:30 PM CST
Documentation of technical expertise must be presented in enough detail for the Government to
determine that your company possesses the necessary functional area expertise and experience to
compete for this acquisition. Responses to this notice shall include the following:
(a) company name
(c) point of contact
(d) phone, fax, and email
(e) DUNS number
(f) Cage Code
(g) Tax ID Number
(h) Type of business, e.g. Large Business, Services Disabled Veteran Owned small Business, Veteran owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.
(i) Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.
The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street,
Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide
Preventative maintenance, inspection, and testing of Eaton circuit breakers and their components in healthcare, industrial, educational, and commercial facilities for the Harry S. Truman Memorial Veterans Hospital located at 800 Hospital Drive, Columbia, MO 65201-5272
Please see the Statement of work for more specifics and details.
DEPARTMENT OF VETERANS AFFAIRS MEDICAL CENTER
Truman VA, Columbia, MO
STATEMENT OF WORK
Preventative Maintenance and Inspection of Electrical Equipment
This Statement of Work (SOW) describes the requirements for the annual preventative maintenance and inspection of the Eaton 52GT1, 52GT2, and (2) 52G circuit breakers at Harry S. Truman Memorial Veterans Hospital (HSTMVH).
Work shall be performed during business hours, 0730-1600, Monday-Friday. Variations to this schedule may be possible for certain equipment when coordinated with Facilities Management. All work shall be coordinated with Facilities Management. Contractor shall schedule work two (2) weeks in advance to assure proper coordination with hospital personnel. Contact Sarah Hamilton in Facilities Management at 573-814-6378 to schedule testing.
2. Qualifications of Contractors:
Contractors shall have technical training and a history of work experience in maintenance, inspection, and testing of Eaton circuit breakers and their components in healthcare, industrial, educational, and commercial facilities for a minimum of five (5) continuous years.
B. Contractors shall furnish all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I.
3. General Work Items:
Equipment and/or components to be covered under this service contract are Eaton 52GT1, 52GT2, and (2) 52G circuit breakers. Work to be included in this service contract are as follows:
Maintenance, inspection, testing of controls, and training of site personnel at the gear.
Inspection of circuit breakers.
4. Preventative Maintenance and Inspection Program:
Enclosure check doors, hinges and latches
Circuit Breakers visually inspect assemblies, mounting, and operating mechanisms
Disconnect/Fuses inspect assemblies, mounting, operating mechanisms, electrical integrity
Wiring worn broken or loose wires, wire harnesses, and interconnects
Inspect station batteries and battery charger measure battery voltage and clean corrosion
Test status panel indicator lamps/HMI operation
While system is de-energized
Bus-work visually inspect connections and signs of visible damage
Evidence of thermal damage on insulating parts, connections
Evidence of water damage
General housekeeping wipe down exposed surfaces and vacuum spaces
Test operation of system upon completion of inspection:
Start and run generator(s)
Ensure generator automatic operation
Engine start and CB closure upon remote start
Engine cooldown timer
Switches check and operate
Governors check for proper operation
Voltage Regulators check for proper operation
Verify alarm, pre-alarm, and shutdown set points and lights
Initiate automatic system test verify sequence of operations and proper system performance
Synchronize and close genset (switchgear) circuit breakers
Initiate load shed manually initiate load shed and observe operation (if applicable)
Controllers (microprocessors, PLCs, etc.) inspect and operate
Verify program, configuration, and EPROM
All PLC card indicators correct
Replace PLC battery, if applicable
Verify labels are correct and up to date
Report any discrepancies noted
Report evidence of additions or alteration to original installation
Make recommendations for corrective action, if needed
Provide quotation for spare parts
Provide verbal report to facility manager
Service report and data sheets to be provided via email after technician returns to the main office
Hands-on, standup re-training/demonstration of operations to personnel
Provide complete written report of the work performed. Information shown in the report shall be as follows:
Company s name, address, telephone & FAX numbers.
Name and signature of contractors who perform the maintenance and testing.
VA Work Contract Number, name and number of VA Contracting Officer.
Date and time of work.
Copies of contractors valid licenses, professional and training certificates.
Descriptions and model number of specialized tools and equipment used.
Location and type of equipment serviced.
Descriptions of work items.
Recommended corrective actions, if any.
Contractors shall report deficiencies that are deemed critical or catastrophic immediately to the Contracting Officer and Assistant Chief, Facilities Management for immediate actions.
The authorization requirements do not apply, a Security Accreditation Package is not required.
6. CONTRACT ADMINISTRATION DATA
All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.
7. CONTRACTING OFFICER S REPRESENTATAIVE
Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer, the designated representative for this contract is will be determined at award.
8. ACRONYMS AND DEFINITIONS
CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance.
CLIN: Contract Line Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.
CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.
COR: Contracting Officer s Representative. An individual, including a Contracting Officer s Representative (COR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.
QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements.
(1) This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service s performing services herein. Such contract service s shall be accountable solely to the Contractor who, in turn, is responsible to the Government.
Contractor Compliance with the Immigration and Nationality Act of 1952
(1) The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.
8. HOURS OF OPERATIONS
Business hours for the VAMC follow:
(1) Administrative hours: Monday through Friday, 8:00 a.m. – 4:30 p.m.
(2) National Holidays: The 10 holidays observed by the Federal Government are:
New Year s Day;
Martin Luther King s Birthday;
any other day specifically declared by the President of the United States to be a national
(3) Off-Duty hours: Friday through Monday, 4:30 p.m. – 8:00 a.m.; Monday through Thursday,
4:30 pm 8:00 am.
9. QUALITY CONTROL
CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of services by any of the methods listed below:
(1) Observing actual performance;
(2) Inspecting the services to determine whether or not the performance meets the performance standards; and
(3) Review of any other appropriate records.
When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.
Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).
If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may –
Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.
10. Contract Security
The C&A requirements do not apply, and a Security Accreditation Package is not required .
Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued.
Attention: Michael Murphy