36C25922Q0606 – Sources Sought – J065–Automatic Transfer Switch (ATS) Preventative Maintenance Supporting Oklahoma City VA Health Care System

Aug 6, 2022 | Sources Sought

This is NOT a solicitation or request for quote (RFQ). This is NOT a request for proposal (RFP). This is NOT a job advertisement for hiring employees. The VA is seeking QUALIFIED VENDORS to provide a very brief response to this notice including only just what is asked for in this notice below. This is sources sought notice to industry and the only information is posted on Contract Opportunities web page at SAM.gov. Sources sought means seeking qualified vendors. The attachments included on the Contract Opportunities page do not include any additional information.
If your company is interested please read this notice entirely and submit the required information, as requested herein.
Automatic Transfer Switch (ATS) Preventative Maintenance Services

Oklahoma City VA Health Care System, Oklahoma

(This is for information only)

IMPORTANT NOTE: This Sources Sought is for market research purposes only (to determine the socioeconomic status of interested companies). No award will be made off this posting.

The Department of Veterans Affairs, Veterans Health Administration (VHA), hereafter referred to as the VA , VAMC , or the Government , has a requirement to conduct ATS preventative maintenance hereafter referred to as the Project at the VA Medical Center (VAMC) in Oklahoma City, Oklahoma. The team responsible for the maintenance will hereafter be referred to as the Contractor . The ATS are required to be serviced for preventative maintenance as well as the emergency generators. Contractor shall provide all tools, equipment, labor, supervision, transportation, project management, and materials to do the annual preventive maintenance, inspection, and testing on all Automatic Transfer Switches (ATS).

Conduct Preventative Maintenance: Clean, inspect, test and adjust all Automatic Transfer Switch equipment. All ATS s that are to be properly PM d, are in the following locations:

1. ATS s 1-10 for building 1: ATS s 1-3 and 5-10 are in Sub 3; ATS 4 is in the generator room and Switchgear.

2. ATS A and B for Research

3. Asco ATS 6B in sub-basement

4. Switchgear for (2) 600 kw generators behind Laundry.


Testing shall be performed in compliance with applicable NEMA, ANSI, ASTM, ASA, NFPA and VA standards. The following equipment shall be inspected, tested and/or repaired in this project:

ENCLOSURES AND CUBICLES: The inside of the enclosures housing electrical switchgear shall be cleaned with a vacuum cleaner with insulated attachments. Keep generally free from dust, lint, dirt, and abrasive material. Clean all buses, supports, etc. Buses and connections should be inspected for signs of overheating and weakening of insulation. Buses shall be inspected for adequate support spacing and bracing in accordance with the NEMA Standards for bus bar bracing. All structure supports will be checked for Tracking and anchor bolts will be checked for tightness. All control connections, screws, lug, bolts, solderless connectors, etc. will be checked for tightness to ensure good electrical continuity and mechanical condition. Inspect the ground for a solid, continuous, and adequate ground. The connections shall be cleaned and tightened. All raceway systems entering the switchboard shall be inspected to determine that they are properly bonded with lock nuts, etc. Service entrance equipment shall be checked to see that it is grounded in accordance with current NEC requirements. All switch gear compartments shall have the backs removed to allow complete cleaning. All front compartments shall be cleaned and lubricated as necessary, following manufacturer specifications.

CIRCUIT BREAKERS: Electrical test shall be made on all circuit breakers by subjecting them to actual operating current to ensure that they will operate within the same limits after service as when new. Adjustments shall not be attempted by anyone other than trained service personnel having the necessary tools and test equipment. The breaker shall be beggared at no greater than 10 percent of its rated voltage. The megger readings must be taken with the breaker closed and latched. Megger readings must be taken from each pole to the breaker frame and from each pole to each of the other poles. The interlock mechanisms should be inspected and tested to ascertain that they are functioning as designed. On a breaker with a 240-volt control, the minimum Megger reading should be one meg-ohm.

All circuit breakers shall be removed from service and inspected for loose, broken, or defective parts. All current contacts shall be inspected, cleaned, and polished as required. All bolts, cutter pins, rollers, and bearings shall be examined to determine if any defect, looseness, or unusual conditions exist. All linkages shall be examined and lubricated as required. All arc chutes, barriers and insulation shall be examined for broken or burned areas. All parts shall be cleaned as required. The circuit breaker shall be reassembled. The circuit breaker shall then be tested for electrical tripping using approved low voltage, high current test equipment or trip tested by stimulated CT current through the time over-current relay devices in accordance with the manufacturer s specifications and published standards.

No change in trip device setting from as found shall be made by the contractor without expressed approval of the Resident Engineer.

SWITCHES-DISCONNECT, TRANSFER SWITCHES, SWITCHGEAR, ATS S AND GENERATOR SWITCHGEAR: Where possible, the main contacts of the switch can be cleaned, adjusted and a thin film of lubricant placed on them. The fuse clips, connections to the bus or cable, mounting in switchboard, and handles shall be checked for tightness and proper alignment. When applicable, the tension on the contacts may be checked with signs of -discoloration caused by heating are noted. After exercising the switch several times, cleaning and making any adjustments necessary, with a conductor test set, the resistance drop across each phase shall be measured. If the drop has greater than + 20% variation between phases, part replacement should be recommended. Generator switchgear, where possible, shall meet -maintenance requirements per manufacturer s specifications.

RELAYS: Relays shall be checked with a current and accurate timing device. If a relay does not give the desired operating time for a given current, the desired time can usually be obtained by cleaning and adjustment. Only qualified personnel, properly trained and properly equipped with test equipment, manufacturer s data, and necessary special tools, should work on this equipment.

INFRARED SURVEY: Thermovision equipment shall be utilized to scan all electrical equipment and terminations in the locations previously specified. All hot spot , those which measure greater than 8 degrees (Celsius) higher than die reference temperature (ambient) shall be photographically recorded and included in the Engineering Report to be submitted.

This shall be a non-personal services contract. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the PWS and shall be considered employees of the Contractor. Contractor shall furnish all labor, materials, equipment, tools, shipping, transportation, insurances, licenses, certifications, and supervision necessary to provide services in accordance with this Performance Work Statement (PWS). The Contractor is responsible for all charges and fees related to disposal of materials generated by the Contractor.

This is anticipated to be a commercial service acquisition under the authority of FAR Part 13, Simplified Acquisition Procedures for Commercial Items.

The work will be performed for the following location:

Oklahoma VA Health Care System
921 NE 13th Street
Oklahoma City, OK 73104

IMPORTANT NOTE: This RFI (Request for Information) is for information only.
No award will be made from this RFI.

QUALIFIED VENDOR: A qualified source has the a) necessary equipment, vehicles, personnel, resources and current operations as well as b) recent experience (within past 3 years) of performing services of a comparable size, scope and complexity, AND c) certified technicians to perform services with unrestricted access to the facility during inclement weather. A qualified source also has current and valid registration in System for Award Management (SAM), https://www.sam.gov). A qualified source will also be able to comply with Limitations of Subcontracting pursuant to FAR 19.507.

Please communicate via e-mail to Joycellyn.Williams@va.gov and copy Douglas.Buffington@VA.Gov by 10:30 AM CST on August 12, 2022 as to your company s ability to perform service per this brief Scope of Work.

If interested, please provide the following:
Provide company s capability statement describing ability to perform Preventative Maintenance services as outlined
Please state your company s business size in relation to above NAICS Code and provide your socio-economic category if applicable
Please state if you will be subcontracting any portion of the work or specifically state if no subcontracting will be performed
IF subcontracting, provide the name and socio-economic category of the subcontractor
Outline the specific tasks to be performed by the Prime Contractor and the specific tasks required to be performed by a subcontractor
Please provide your UEI Number or CAGE Code
If you have an FSS/GSA contract that includes this service, provide FSS/GSA contract number if applicable

Only written responses, to items 1 through 7 above, will be accepted at this stage. Information is being gathered for market research purposes only. Industry exchanges and vendor teleconferences are at the discretion of the Contract Specialist. This is not a request for quotes.

DISCLAIMER: This is a Request for Information (RFI) from industry in accordance with Federal Acquisition Regulation (FAR) 15.201(e) and on the requirement, that exists for the VA Medical Center(s) identified in this RFI. This is not a request for quote and not a contract. This announcement is not a request for proposals; therefore, responses to the RFI are not considered offers and cannot be accepted by the Government to form a binding contract. This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responders are solely responsible for all expenses associated with responding to this RFI. No classified information should be included in the RFI response. Should you have concerns regarding this RFI you may request to contact the Contracting Office that will be assigned this requirement by emailing the sender of this RFI.
Questions must be addressed in writing to the Contract Specialist. Requests for VA-business sensitive information, to include VA budget information, VA acquisition planning information, acquisition methods, strategies and set-asides must be addressed via the VA FOIA process: https://www.va.gov/foia/
Thank you for your interest in doing business with the VA. To learn more about the VA Mission, Vision, Core Values & Goals visit https://www.va.gov/about_va/mission.asp
To understand the latest updates on the Veterans First Contracting Program visit https://www.va.gov/osdbu/verification/veterans_first_contracting_program_adjustments_to_reflect_the_supreme_court_kingdomware_decision.asp
To find out how to do business with the VA visit https://www.va.gov/osdbu/library/dbwva.asp
To become a CVE-verified VOSB or SDVOSB visit https://www.vip.vetbiz.va.gov/

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