J061--Generator Maintenance, Testing & Inspection

Active

Contract Opportunity

This is a Sources Sought Notice for Generator Maintenance, Testing & Inspection services as identified in the Statement of Work (SOW) for the Ann Arbor VA Medical Center in Ann Arbor, Michigan. The contractor shall furnish all necessary tools, parts, labor, supplies, materials, equipment, supervision and transportation necessary to furnish the services noted below.

A DRAFT SOW is attached to this notice and is subject to change should a solicitation be issued as a result of this notice.

Please respond if you have the ability and actual intention to complete this requirement. All of the following information is required in your response:

SAM UEI NUMBER provide this in the email text
GSA Contract Number provide this in the email text
Capabilities Statement
Confirmation of actual intent to submit an offer should an RFQ be posted in future
Company name and address
Point of contact information (name, phone, email)
Socioeconomic size status (example: large business, small business, WOSB, SDVOSB, etc.) provide this in the email text

This Sources Sought Notice is intended to locate any business capable of performance.

The anticipated NAICS Code for this requirement is 811310.

This is not a Request for Quotation and quotes shall not be reviewed at this time.

The Government shall not be responsible for any costs incurred by the contractor because of this Sources Sought Notice.

This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to any particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.

Responses shall be submitted to Jeanne Ortiz at jeanne.ortiz@va.gov by Wednesday, October 8, 2025, at 10:00 AM Eastern Time (ET). Responses MUST include 36C25025Q0973 in the subject line. PHONE CALLS SHALL NOT BE ACCEPTED FOR THIS NOTICE.

DRAFT STATEMENT OF WORK

GENERAL
Contractor shall provide all parts, tools, materials, labor, supervision, test equipment, technical manuals and transportation necessary to perform annual maintenance on government-owned automatic transfer switches (ATS) and two separate, semi-annual (every six months) generator preventive maintenance/load bank tests and inspections at Ann Arbor VA Medical Center, 2215 Fuller Road, Ann Arbor, MI 48105 and its Community-Based Outpatient Clinics (CBOCs) under a firm, fixed-price contract.

SCOPE OF WORK
Work performance visits:
A coordinated first visit shall perform annual ATS inspections and maintenance
A second visit for load bank testing and generator pm inspections
A third visit to perform generator pm inspections and preventative maintenance procedures (oil, oil filter, air filter, fuel filter, belt replacement, and/or cooling flush/replace)
Preventive maintenance procedures shall be in accordance with the published preventive maintenance manuals for the equipment listed in the schedule. Contractor shall utilize the Original Equipment Manufacturer s (OEM) established procedures and checklists, (or Contractor-supplied equivalent with approval from the Service POC/Contracting Officer s Representative (COR).
A Field Service Report shall be supplied to the COR within 14 working days upon completion of each preventive maintenance visit/procedure.
Preventive maintenance procedures shall include, but are not limited to:
Cleaning of equipment (not housekeeping).
Area must be left in a clean state after completion of work.
All debris is the contractor s responsibility to discard.
Completing OEM field service updates for operational and reliability engineering change notices.
Perform annual testing in conformance with Manufactures, JCAHO, NFPA, and OSHA requirements. (load bank testing excluding 1500KW).
Performing remedial maintenance of non-emergent nature.
Provide test report on oil for each unit. Replace oil, replace oil filters, replace fuel filters, replace air filters, replace belts on fan units and radiators.
Check for faulty and worn parts.
Inspecting electrical wiring and cables for wear and fraying.
Inspecting all mechanical components including but not limited to: cables and mounting hardware, pumps, seals, belts, interlocks, sensors, controls, bearings, hoses, heaters, radiators, and motors for operational integrity, safety and performance to OEM specifications.
Returning the equipment to operating condition defined in OEM specifications. Contractor must ensure generators are returned to running order when work is completed (caps, valves, on/off switches, emergency stop buttons).
Replacing any OEM labels, decals, or warning tags that are not legible.
ATS:
Inspect the visually accessible portions of the ATS for evidence of heat, water, and mechanical damage.
After de-energizing upstream switchgear or placing the ATS in bypass mode, inspect the interior to verify that transfer switch mechanisms are intact together with their control circuit wiring, relays, and contacts.
Inspect insulating parts, mechanism covers, and arc chutes for evidence of heat, discoloration and/or mechanical damage, and replace any that are excessively worn or damaged.
Check the alignment, deflection, gap, and wiping action of the main and arcing contacts.
Inspect main and arcing contacts for wear, pitting, erosion, and discoloration, which indicate arcing or heat-related deterioration.
Inspect the transfer mechanisms, coils, and contacts for evidence of damage or malfunction.
Check the tightness of all de-energized cable, wire, and bus connections, and re-secure any loose connections that are found.
Record and verify all settings for voltage and frequency sensing, pickup, and dropout para-meters for both normal and emergency power, and settings for all timing functions. If the settings are inadvertently changed, then the recorded information will facilitate the recovery of normal operation.
Replace eroded arcing contacts, if necessary.
Adjust main and arcing contacts for simultaneous breaking in accordance with the OEM s procedure.
Remove old lubricant residues, then lubricate the transfer switch mechanisms and their associated devices and linkages.
Operate the ATS manually to verify proper function.
Check for the proper settings for voltage and frequency sensing, pickup, and dropout features for both normal and emergency power, as well as settings for all timing functions.
Clean the top, bottom, and doors of the ATS enclosure.
If authorized and coordinated by the facility manager, test the re-energized ATS by switching from the normal source to the emergency source and back to verify proper function under load.
Contractor shall notify the Contracting Officer of the existence or development of any defects in, or repairs to the equipment covered under this contract which the contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse).
All exceptions to the Preventive Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer.
Emergency Repair Service:
Service shall consist of maintaining the equipment in accordance with the Conformance Standards. Repair service shall consist of replacing parts, calibrating, cleaning, oiling, adjusting and maintaining the equipment except for services required due to accident, fire or abuse.
The Service POC/COR shall have the authority to approve/request a service call from the Contractor. Service POC/COR name and contact details will be provided in the contract award email.
Response Time: The Contractor s Field Service Engineer must respond with a phone call to the Contracting Officer Technical Representative within two (2) hours after receipt of notification in an effort to correct the problem by phone. If the problem cannot be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within four (4) hours after receipt of notification and shall proceed progressively to completion without undue delay.

CBOCs
Canton CBOC: 5900 N. Lotz Road, Canton, Michigan 48187
Jackson CBOC: 4328 Page Avenue, Jackson, Michigan 49254

LIST OF GENERATORS
750KW, Caterpillar, Mod#: 3508 Ser#: 9EN00523 (unit 1)
750KW, Caterpillar, Mod#: 3508 Ser#: 9EN00524 (unit 2)
750KW, Caterpillar, Mod#: 3508 Ser#: 9EN00526 (unit 3)
750KW, Caterpillar, Mod#: 3508 Ser#: 9EN00525 (unit 4)
750KW, Caterpillar, Mod#: 3508 Ser#: 9EN00528 (unit 5)
900KW, Detroit Diesel, Mod#: 900DS60 Ser#: 359177
500KW, Detroit Diesel, Mod#: 500DS6 Ser#: 360164
315KW, Caterpillar, Mod#: 3406 Ser#: 68A00792
1500KW, Caterpillar, Mod#:3512C Ser#: OSBG00962/G6T00105 (Unit 6)
Canton, VD350-1 S/N: 126483-1-1
Jackson, Kohler 20KW, Mod#: 20RESD Ser#: SGV324W6K
Boiler Plant, Kohler Mod#: KD2500 Ser#: N/A (New Install)

LIST OF NON-GENERATOR EQUIPMENT
Equipment List Service contract equipment to be covered by the Contractor.
Equipment Designation Catalog Number Serial Number:
E962340097XC 85650034
J7ATBA3600C5XC 640627
E7ATSC3260C5 240602
31ATS-1 E962380097XC 693531001
31ATS-2 E962380097XC 693531002
31ATS-3 E962315097XC 829499001
31ATS-4 F962380097XC 112341
32-ATS-1 E962340097XC 693531010
ATS E962326047XC 846919002-3
ATS 1-1 F962360097XC 856150011
ATS 1-2 F962360097XC 856150012
ATS 1-3 F962360097XC 856150013
ATS 3-1 E962340097XC 856150032
ATS 3-2 E962340097XC 856150035
ATS 3-3 E962340097XC 856150020
ATS 3-4 F962360097XC 119417-1
ATS 4- C2 E7ATBC3260N5XC 149785
ATS 4-A1 E7ATBC3260N5XC 149753
ATS 4-A2 E7ATBC3260N5XC 149756
ATS 4-B1 E7ATBC3260N5XC 149760
ATS 4-B2 E7ATBC3260N5XC 149763
ATS 4-B3 E7ATBC3400N5XC 149814
ATS 4-C1 E7ATBC3260N5XC 149765
ATS 4-C3 E7ATBC3400N5XC 149816
ATS 4-C4 E7ATBC3260N5XC 149789
ATS 4-C5 E7ATBC3260N5XC 149792
ATS 4-D1 E7ATBC3260N5XC 149794
ATS 4-D2 E7ATBC3260N5XC 149796
ATS 4-NEW 2 J7ATBA3260N5XC 514304 WE
ATS 5-1 E962340097XC 856150027
ATS 5-2 E962326097XC 856150009
ATS 5-3 E962340097XC 856150033
ATS 5-4 E962340097XC 119415-2
ATS 5-5 F962360097XC 119417-2
ATS 5-6 E962326097XC 119418
ATS 5B/6B/7B/8B B940310097XC 919088001-1
ATS 7-1 E962340097XC 856150028
ATS 7-2 F962360097XC 856150021
ATS 7-3 E962340097XC 856150031
ATS 7-4 E962340097XC 856150034
ATS 7-5 F962360097XC 856150022
ATS B-1 E962340097XC 856150025
ATS B-2 E962340097XC 856150026
ATS B-3 E962340097XC 856150017
ATS B-4 E962340097XC 856150029
ATS B-5 E962340097XC 856150030
ATS B-6 E962340097XC 856150018
ATS B-7 E962340097XC 856150003
ATS B-8 E962340097XC 119415-1
ATS B-A1 E7ATBC3260N5XC 149801
ATS B-B1 E7ATBC3260N5XC 149806
ATS B-C1 E7ATBC3260N5XC 149812
ATS B-D1 E7ATBC3260N5XC 149813
ATS BI-1 E962340097XC 856150004
ATS-1E B940310097XC 919088001-2
ATS-3 E940326047C FP63767
ATS-B D7ATSC370C5 240601-001 RE
ATS-C D7ATSC370C5 240601-003 RE
ATS-D D7ATSC370C5 240601-002 RE
ATS-LAB 94024033C 28857Y
ATSM-1 E962340097XC 856150024
ATSM-6 E962360097XC 856150023
ATS-NEW 1 J7ATBA3400N5XC 514305 WE
ATS-RB/RS/RP B940310097XC 919088001-3
ATS-SWBD#1 B940326049XC 883419
FIRE PUMP C940315091X FP94958-10
NURSING HOME J7ATBA3260N5XC 399336WE
NURSING HOME J7ATBA3150C5XC 399335WE

CONFORMANCE STANDARDS
All services provided under this contract must be performed in conformance with OEM standards and specifications, the National Fire Protection Agency (NFPA) 70E, the Standard for Electrical Safety in the Workplace and IEEE 1584 - Guide for Performing Arc-Flash Hazard Calculations, as well as in the Occupational Safety and Health Administration (OSHA) CFR 1910 and 1926 workplace and construction safety regulations. These standards and regulations specify equipment and procedures for minimizing safety risks associated with accessing, testing, maintaining, and repairing transfer switches and power equipment.

PARTS
Contractor shall furnish all parts as necessary to maintain the equipment covered by this contract, in accordance with the Conformance Standards. Contractor stipulates that they have ready access to new OEM standard parts, or equal thereto. All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Service POC/COR upon request. All materials related to maintenance will be covered under this service contract. Parts requiring repair outside of maintenance shall be priced separately, under a quote provided to the Service POC/COR and may not be replaced without approval (via contract modification) from the Contracting Officer.

DOCUMENTATION/REPORTS
The Contractor shall submit a legible field service report, test reports, which shall include detailed descriptions of the preventive maintenance, test inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: There shall be no additional charges claimed for items and services that have not received approval, via an awarded contract modification from the Contracting Officer, prior to the item being supplied or the service being performed.

CALIBRATION OF TESTING EQUIPMENT
At Service POC/COR s request, Contractor shall provide a copy of the current Calibration Certification of all test equipment, which is to be used by the Contractor to perform services. Equipment calibration shall be traceable and in conformance with test equipment OEM standards.

SAFETY REQUIREMENTS
Contractor shall take all safety precautions as the Service POC/COR deems reasonably necessary to protect the lives and health of building occupants. The Service POC/COR shall notify the Contractor of any safety issues and the action necessary to correct them. Such notice, when served on Contractor or its staff at the work site, shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default.

DAYS & HOURS OF OPERATION
Normal business hours are defined as Monday through Friday, 7:00 am to 4:00 pm, excluding federal holidays or as otherwise arranged with the Service POC/COR.

Work of an emergent nature, outside of normal working hours, at the request of the Contracting Officer or Service POC/COR shall be billed separately. Work outside of normal working hours, requested by the contractor, shall be included in the firm, fixed-prices already under contract.

Federal holidays, and any days declared by the President of the United States to be a national holiday, can be found at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/

CONTRACTOR STAFF COMPETENCY
Contractor's staff shall include a "fully qualified" Field Service Representative assigned and a "fully qualified" Field Service Representative to serve as backup.

Fully qualified" is based upon training and experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the types of equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same types of equipment listed in this contract.

The contractor shall provide written assurance of the staff competency by detailing a list of Field Service Representatives, applicable training, and number of years of service experience on the specific devices included in this SOW. This information shall be included in RFQ offer.

CONTRACT STAFF REPORTING REQUIREMENTS
Contractor is required to report to the Electric Shop to log in to work and log out of work during normal working hours. At service completion, the Contractor shall legibly document services rendered on a field service report. The field service report must be submitted the Service POC/COR for signature, during normal business hours. After hours, Contractor shall leave the field service report with the Boiler Plant operator.

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