Z1MG--SOLAR PV SYSTEM PMIR - Base + 4 [605] | POP: (11/01/2025 - 10/31/2030)

Description

AMENDMENT 09/24/2025.

The purpose of this Amendment is to add a site walk to the contact. The site walk will be conducted on 10/01/2025. The walk will begin on time at 08:30 AM. Please be 15 min early to get checked in. Meeting outside the FACILITIES MANAGEMENT SERVICE (FMS) building. Park on the outer perimeter parking spaces of the campus. You will meet with COR Roger Kim. Please notify him of your intent to participate at 909-504-7959. There will not be an extension of the due date for final responses.

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This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-05. This solicitation is set-aside for 100% Small Business concerns IAW FAR 19.203(c). The associated North American Industrial Classification System (NAICS) code for this procurement is 221114, with a small business size standard of 500 Employees. The FSC/PSC is Z1MG. The VA Loma Linda Healthcare System (VALLHCS), Jerry L. Pettis VA Medical Center (VAMC), located at 11201 Benton Street, Loma Linda, CA 92357-1000 is seeking to purchase Solar Photovoltaic System Preventive Maintenance Inspection and Repair (PMIR) services. All interested companies shall provide quotations for the following: Supplies/Services STATEMENT OF WORK (SOW) GENERAL Introduction: The VA Loma Linda Healthcare System (VALLHCS) located at 11201 Benson Street Loma Linda, CA 92357 requires Solar Photovoltaic (PV) Maintenance services for one base and up to four option years. Background: The VALLHCS currently has five solar arrays and metered inverters on-site; four arrays mounted on the carports in the parking lots and one on the garage structure. The total capacity of the solar PV arrays is 1.421 MW-DC. Table 1 Solar PV System Information Array Location Inverter Manufacturer Inverter Size (kW-AC) Array Size (kW-DC) Module Quantity 4 Parking Lot (carport) Solaron 500 580.944 2,352 5 Parking Lot (carport) Solaron 333 359.632 1,456 7 Parking Lot (carport) Satcon 135 148.694 602 8 Parking Lot (carport) Satcon 75 82.992 336 9 Parking Garage Structure Solaron 250 248.976 1,008 OBJECTIVE Description: The VALLHCS installed a grid-tied solar PV system that is connected to the facility s 480V service bays with no energy storage or backup feature in November 2013. The solar modules are Samsung model LPC247M-08. The inverters are metered and monitored from the Data Acquisition System (DAS), using Athea platform. The inverter was rated at 1,420 kW-AC. The system was rated at 1,701 kW-DC STC and 1,490 kW-AC CEC. The system has downsized when the rooftop arrays were removed in September 2024. The VALLHCS had solar PV maintenance services from April 2020 to March 2025 and requires renewal of full maintenance services. Scope of Work: The contractor shall provide all labor, materials, tools, equipment, engineering, transportation, qualified personnel, supervision and other services necessary for performing solar PV system management, maintenance, repair, cleaning, and training to the manufacturer and industrial standards. The purpose is to manage system performance for optimum solar generation. System Management: The contractor shall provide system management services to include monitoring the DAS, responding to alarms, tracking work orders/services, administrating warranty/utility, and reporting performance. System Production Report: The contractor shall provide, via DAS, a monthly and annual energy production reports showing the actual system performance within first two weeks of the month. Preventative Maintenance: The contractor shall provide inspections, testing, cleaning, and preventative maintenance (PM) services in accordance with manufacturers recommendations. Preventative Maintenance Report: The contractor shall provide a completed maintenance checklist/log, list of issues discovered, resolution, and appliable photos as appropriate within two weeks of each visit. System Repair and Training: The contractor shall provide repairs and training as needed to maintain the solar PV system. Specific Requirements: Conference Meetings: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office. The contractor shall facilitate monthly meetings on Microsoft Teams with meeting minutes to discuss reports, services, and any agenda that will optimize the performance of the solar PV system. Quality Control Program: The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with the Scope of Work. The contractor implements procedures to assure their work complies with the requirements of the contract. The QCP shall be delivered within 21 days after contract award and revised annually for Contracting Officer Representative (COR) review/approval. Site-Specific Safety Plan: The contractor shall develop and maintain an effective Site-Specific Safety Plan to ensure safe services are performed in accordance with standard electrical and PV safety practices. The contractor implements procedures to identify, prevent, and train contractor personnel in event of medical or site emergency. The plan shall be delivered within 21 days after contract award and revised annually for COR review/approval. Applicable Publications: The contractor shall abide by all latest applicable regulations, publications, manuals, and local policies/procedures to include but not limited to OSHA, NFPA, IEEE, NEC, and VA/VHA Directives. Qualifications: The contractor site manager shall have at least three years of solar PV experience, possess an OSHA 30-Hour Occupational Safety and Health Training Course card, and preferably obtain a North American Board of Certified Energy Practitioners (NABCEP) Board Certification. The contractor solar PV technician(s) shall have at least two years of electrician experience, one year of solar PV experience, possess at lease an OSHA 10-Hour Occupational Safety and Health Training Course card, and preferably obtain a NABCEP Associate Credential. The resumes and copy of the OSHA cards shall be delivered within 21 days after contract award for COR review/approval. Adequate Workforce: The contractor shall maintain stability and continuity of an adequate workforce for uninterrupted performance of all services. Background Check: The contractor personnel performing work must have a general employment background check at the time of the proposed submission and must maintain the level of security required for the life of the contract. Physical Security: The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. Access Control: The contractor shall establish and implement methods of ensuring all badges and keys issued to the contractor by the government are not lost, misplaced, duplicated and are not used by unauthorized persons. Government Responsibilities: Furnished Items and Services: The COR or facility personnel will provide site access to the solar PV system to perform the services or will allow the contractor to check-out a key and temporary badge from the Facilities Management Service. Technical Documents: The COR will provide Operation & Maintenance (O&M) manuals, as-builds, and any technical documents on file. The contractor is responsible for the accuracy of the technical documents. Water Source: The government will provide access to water spigot for use in module washing. The contractor is responsible for water conservation practices. Quality Assurance: The COR will evaluate the contractor s performance on the deliverables and services. General Maintenance Services Furnished Items and Services: The contractor shall provide compatible software/hardware parts or equipment with the existing PV system/design. The cost of labor, materials, equipment, and other services shall be submitted to the COR for review/approval prior to any work. Site Visits: The contractor shall notify the COR at least one month of any site visits or services to discuss and coordinate the best course of action with the VA Police, Facility, Safety, and any other departments involved. The contractor shall check-in and check-out with the COR for each site visit. System Management: The contractor shall provide system management services to include monitoring the DAS, responding to alarms, tracking work orders/services, administrating warranty/utility, and reporting performance. The contractor shall respond and notify the COR for discussion/decision on the path forward to resolve/repair the issue to the alarms from the DAS as follows in Table 2. Table 2 Alarm Response Level Response Level General Description Remote Response Field Response 1 Emergency (Safety related issues and/or complete site outages) ½ Day 1 Day 2 Critical System Production Issues (Inverter Loss or Weather Adjusted Performance