The Cincinnati Veterans Administration Medical Center (VAMC), Cincinnati, OH, has a requirement to obtain on-site maintenance, inspection, testing, major service, and load bank testing for six (6) emergency power generators and fuel quality testing and maintenance for seven (7) underground fuel storage tanks and six (6) day tanks located at the Cincinnati Veterans Affairs Medical Center (VA) and the Fort Thomas Domiciliary (located in Fort Thomas KY) by means of a firm fixed price/indefinite quantity Contract with a base year and four (4) one-year option periods to be exercised at the discretion of the Government.
The intention of this Sources Sought is to obtain information only. Please do not send a proposal.
Requested information:
To aid acquisition planning, we re seeking capable and interested firms for the information requested. If your firm meets the criteria and would like to take in the selection process please send the point of contract (ronald.heidemann@va.gov) the following, via email:
Firm s Name and
Socio-Economic Status.
GENERAL REQUIREMENTS
Contractor shall provide all management, supervision, personnel, labor, parts, supplies, materials, tools, equipment, incidental engineering services, overtime pay, weekend and holiday premium pay, travel expenses, and transportation necessary to perform all maintenance, inspection, testing, and other services required to maintain emergency generators and associated fuel storage systems in a safe and working condition as originally specified by the equipment manufacturer.
Maintenance and services shall be provided for each emergency generator in accordance with manufacturer s recommendations.
Services shall be executed to interfere as little as possible with normal functioning of the Medical Center as a whole.
Testing and maintenance shall be performed in mid-August of each contract year.
Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an ongoing quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, GOVERNMENT PM or individual(s) designated by the GOVERNMENT PM and/or CO in writing. The contractor s quality control program shall include the following:
Defined roles and responsibilities for quality control personnel.
Regularly scheduled audits and inspections.
Procedures for the identification and correction of deficiencies.
Continuous feedback and improvement mechanisms.
Detailed documentation and record-keeping processes.
Timely reporting of quality control activities and findings to the Contracting Officer.
Training programs for staff on quality control standards and practices.
Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s):
The performance standards will be applied based on the specific criteria outlined in the contract, focusing on key performance indicators (KPIs) relevant to the services provided.
The frequency of surveillance will be determined by the criticality of the service areas and may include daily, weekly, monthly, or quarterly evaluations, depending on the nature of the work and associated risks.
The minimum acceptable defect rate(s) will be established in consultation with relevant stakeholders and will be specific to each service area, ensuring that the contractor maintains a high level of performance and consistent quality.
The Quality Assurance Surveillance Plan will also include detailed procedures for the documentation and reporting of surveillance activities, ensuring transparency and accountability. Any discrepancies or deficiencies identified during the surveillance will be promptly communicated to the contractor for immediate corrective action. The Government will maintain comprehensive records of all surveillance activities, findings, and any corrective actions taken, and will use this information to continuously assess and improve the effectiveness of the quality assurance process.
Federally Recognized Holidays: The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:
New Year s Day Labor Day
Martin Luther King Jr. s Birthday Columbus Day
President s Day Veteran s Day
Memorial Day Thanksgiving Day
Juneteenth Christmas Day
Independence Day
Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.
Hours of Operation: The business hours of operation for Cincinnati VA Medical Center (VAMC) in Ohio and Fort Thomas Domiciliary in Kentucky is Monday through Friday from 7:00 AM to 3:30 PM EST, except on Federally recognized holidays.
Place of Performance: The contractor shall furnish services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the GOVERNMENT PM and/or CO in accordance with the procedures specified within this PWS for the following locations:
Cincinnati VA Medical Center
3200 Vine Street
Cincinnati, Ohio 45220-2213
Cincinnati VA Medical Center - Ft. Thomas
1000 South Ft. Thomas Ave.
Ft. Thomas Ky. 41075-2305
Type of Contract: The government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised at the discretion of the government. The authority that will be utilized to award this effort is FAR Part 12 (Acquisition of Commercial Products and Commercial Services).
Security Requirements and Background Checks: All contractor and subcontractor employees must comply with Federal, State, Local, and Department of Veterans Affairs security requirements and background checks to perform services in support of VA medical facilities in the states of Ohio and Kentucky. Services must be performed in accordance with contract terms at the contractor s facility unless otherwise required (e.g., meetings, site visits), which must be coordinated with the Government Program Manager. Personnel requiring access to any VAMC property must consent to background checks or will be denied facility access. Required information for background checks includes: full name, driver s license number and/or social security number, date of birth, and a completed background check questionnaire.
AMC/VAACC Identification Badges: The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies in coordination with the government program manager if required.
Employment Eligibility and Credentialing Requirements: Contractors shall ensure their employees and those of their Subcontractors possess proper credentials allowing them to work in the United States. No compensation will be provided for delays or expenses related to compliance with this requirement. Contractors are not excused from proceeding with the Contract due to credentialing issues.
POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, government program manager, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.
GOVERNMENT PROGRAM MANAGER (GOVERNMENT PM): The government PM will be identified by the cognizant government Contracting Officer in writing. The PM monitors all technical aspects of the contract and assists in contract administration. The PM is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: maintain written and oral communications with the contractor concerning technical aspects of the contract that are within scope: monitor contractor's performance and notifies both the contracting officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. The PM shall be specified in writing by the CO and is not authorized to change any of the terms and conditions of the resulting contract.
KEY PERSONNEL: The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.
IDENTIFICATION OF CONTRACTOR EMPLOYEES: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.
CONTRACTOR TRAVEL: Not Applicable
OTHER DIRECT COSTS: Not Applicable
DATA RIGHTS: Not Applicable
ORGANIZATIONAL CONFLICT OF INTEREST: Not Applicable
PHASE-IN / PHASE-OUT PERIOD: Not Applicable
DEFINITIONS AND ACRONYMS
2.1. DEFINITIONS:
COMMUNITY LIVING CENTER (CLC). The Community Living Centers (CLCs) are inpatient units for VAMC nursing homes.
CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein.
CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.
CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.
CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.
DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.
DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.
GOVERNMENT PROGRAM MANAGER (PM): An individual specified by the contracting officer in writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.
KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.
NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.
PATIENT BUSINESS SERVICES. An administrative department which processes patients medical records, appointments, etc.
PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.
PROGRAM MANAGER (PM) - GOVERNMENT: An individual specified by the contracting officer in
writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.
QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.
QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.
QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.
QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.
QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.
SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor).
THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.
2.2. ACRONYMS:
AQL Access Control List
CBOC Community Based Outpatient Clinic
CFR Code of Federal Regulations
CLC Community Living Centers
CO Contracting Officer
CONUS Continental United States (excludes Alaska and Hawaii)
COR Contracting Officer s Representative
COTR Contracting Officer's Technical Representative
COTS Commercial-Off-the-Shelf
FAR Federal Acquisition Regulation
HIPAA Health Insurance Portability and Accountability Act of 1996
LEADS Law Enforcement Agency Data System
NEC National Electric Code
NFPA National Fire Protection Association
NHCU Nursing Home Care Unit
NTE Not to Exceed
NTP Notice to Proceed
OCI Organizational Conflict of Interest
OCONUS Outside Continental United States (includes Alaska and Hawaii)
ODC Other Direct Costs
OAC Ohio Administrative Code
ORC Ohio Revised Code
PBS Patient Business Services
PIPO Phase In/Phase Out
PACS Physical Access Control System
PO Purchase Order issued by the CO/COR
POC Point of Contact
PM Program Manager
PRS Performance Requirements Summary
PWS Performance Work Statement
QA Quality Assurance
QAP Quality Assurance Plan
QASP Quality Assurance Surveillance Plan
QC Quality Control
QCP Quality Control Program
SaaS Software as a Service
SDS Safety Data Sheet provided by Contractor
SMS Security Management System
SSA Site Support Agreement
TE Technical Exhibit
VAAR Veteran s Administration Acquisition Regulation
VA United States Department of Veterans Affairs
VAPS VA Police System
VISTA Veteran s Health Information Systems and Technology Architecture
VSC VHA Service Center
VAACC Veteran s Administration Ambulatory Care Clinic
VAMC Veteran s Administration Medical Center
VHA V eteran s Health Administration
VHA PM Veteran s Health Administration Procurement Manual
GOVERNMENT FURNISHED ITEMS AND SERVICES:
SERVICES: Not applicable.
FACILITIES: The VA will provide access to all equipment and areas as needed for servicing, maintenance, and inspection of all serviced equipment on VA premises. The VA will not provide office space, storage, or operational facilities to the Contractor. The Contractor is responsible for securing and maintaining any required office and storage space at their own expense.
UTILITIES: The VA will furnish the following services at existing outlets, for use in those facilities provided by the VA/VAMC and as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points). Disposal of equipment and construction debris is the responsibility of the Contractor.
EQUIPMENT: Not applicable.
MATERIALS: Not applicable.
CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS:
CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:
The contractor shall provide all equipment (including diagnostic and repair tools), supplies, specialty items, and materials (such as lubricants, cleaning supplies, low VOC paints) necessary to perform all services as defined in this PWS. All supplies and replacement parts needed for preventive maintenance activities (e.g. filters, fluids, belts, hoses, batteries) must be provided. The contractor must ensure that all lubricants, cleaners, and chemicals utilized meet or exceed original manufacturer recommendations.
The contractor shall provide all personnel, supervision, management, incidental engineering services, overtime pay, weekend and holiday pay, travel expenses and transportation, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.
Contractor shall not make any alteration or additions to the equipment without prior written approval from the CO/COR.
Contractor shall immediately notify the CO/COR of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment.
CONTRACTOR REQUIREMENTS:
Contractor Experience and References Requirements: Contractor is currently engaged in maintenance, repair, inspection, and testing of emergency power generation equipment. Contractor shall have a minimum of five (5) years within the last seven (7) years of successful experience maintaining emergency power generation equipment identical or similar to the equipment listed in this Contract. Offerors shall submit references for the five (5) years of experience including names, addresses, and telephone numbers of specific companies and key personnel to contact.
Contract Manager Availability and Authority: The Contractor shall provide a Contract Manager who shall be responsible for the performance of all work. The name of the Contract manager and an alternate shall be designated in writing to the CO/COR prior to the Contract start date. Changes to personnel shall be submitted to the Government within five (5) working days of changes. The Contract Manager or alternate shall have full authority to act on all Contract matters relating to the daily operation of the Contract. The Contract Manager or alternate shall be available to speak/meet with the CO or COR within twenty-four (24) hours of request during normal operating hours, and or within the next business day after Friday or a Federal holiday.
Technician Qualifications: All mechanics/technicians must possess OEM training and certifications for the specific manufacturer and model of emergency generator or fuel system serviced under this contract. Documentation of certifications shall be submitted to the CO/COR within 30 days of award and updated annually.
Employee Appearance/Conduct: Contractor shall ensure that personnel always present a professional appearance and that their conduct shall not reflect discredit upon this installation or the Department of Veterans Affairs. Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. Contractor's employees shall observe and comply with all local and VA Medical Center, regulations, and procedures concerning fire, safety, environmental protection, sanitation, security, tobacco usage, gratuities, and possession of firearms or other lethal or illegal weapons or substances.
Waste Disposal: Contractor shall be responsible for removing and ensuring proper disposal of all hazardous or universal waste generated under requirements of this contract in accordance with the Resource Conservation and Recovery Act and all associated state and local regulations. Used waste oil shall be managed and disposed of in accordance with EPA regulations (40 CFR Part 279) and applicable state/local rules (Ohio OAC 3745-279 and Kentucky 401 KAR 44).
The contractor shall:
Ensure compliance with EPA regulations (40 CFR Part 279) and applicable state/local rules (Ohio OAC 3745-279 and Kentucky 401 KAR 44).
Implement proper storage and handling procedures, ensuring that used waste oil is not mixed with hazardous waste and that all containers are appropriately labeled as "Used Oil."
Utilize only registered transporters and approved disposal facilities for the transportation and disposal of used oil.
Maintain manifests and disposal records for a minimum of three (3) years, ensuring accurate and complete documentation of all waste management activities.
Certify that used waste oil is tested for halogens and disposed of through an approved method, providing documentation of such testing and disposal methodologies.
Adhere to spill prevention measures and comply with any state-specific reporting requirements related to used oil storage, handling, and disposal.
The contractor shall be responsible for ensuring that all activities related to the management and disposal of waste oil adhere to these requirements, thereby ensuring regulatory compliance and environmental protection.
Parking: Onsite parking is prohibited. Contractor shall secure offsite parking of all vehicles while performing any onsite service at the contractor s expense. Contractor shall be permitted limited short term parking for loading/unloading of vehicles at approved locations.
Job Service Reports: Service personnel shall report to the CO/COR or authorized representative upon arrival at the facility and again upon completion of any required work. Service/work tickets shall be created for each task performed under this performance work statement. Service/work tickets shall identify equipment serviced, date and time of service, and all work performed. A copy of the work ticket containing a complete description of all work performed shall be given to the CO/COR or authorized representative.
SAFETY and Infection Control
INJURY and ACCIDENT REPORTS:
Contractor shall immediately report to the CO/COR in a manner and on the forms prescribed by the VAMC all accidents resulting in injury, trauma, death, hazardous exposures, and occupational disease.
Written reports for all incidents shall be provided within two (2) working days and include the cause, what, where, and when the incident occurred as well as repairs and tests performed to correct the cause having occurred under work covered by this contract.
General Safety:
The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements.
In performance of this Contract, the Contractor shall follow VAMC safety policy and standards for safe work practices and take such safety precautions as the VAMC Safety Officer or designee or the CO/COR may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VAMC tobacco policy, which designates all VA property as a NO-Tobacco area.
The Contractor is responsible for the supervision and management of all their employees while on government property and shall ensure compliance with the scope of work and all requirements referenced in this contract. The provisions outlined in the scope of work do not relieve the Contractor of this responsibility. The Contractor shall ensure the safety and health of all patients, employees, visitors, and Contractor personnel at all times, and shall comply with all applicable OSHA safety and health standards. The selection, assignment, and management of Contractor employees are solely the responsibility of the Contractor. The Contractor shall not employ any individual identified as a potential threat to the health, safety, security, general well-being, or operation of the VAMC facility or personnel. The Contractor is fully responsible for the performance and conduct of all employees at all times and shall not permit any employee to perform work under this Contract while under the influence of alcohol, drugs, or any other incapacitating agent.
The Contractor shall submit to the Contracting Officer, prior to the start of the Contract, the Safety Data Sheets (SDS) for all potentially hazardous materials (lubricants, cleaners, fluids, etc.) to be used in the facility in performance of the Contract, and will not use, in the facility, such materials which have not been so cleared in advance with the VAMC. SDS for new chemicals shall be furnished prior to the arrival of the chemical on site. The Contractor shall maintain copies of all SDS sheets to assure compliance with all laws and requirements regarding the Right to Know law.
Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the Contract. In addition, the Contractor is responsible for identifying and providing all applicable safety programs required to perform the work i.e., lockout/tag out, confined space entry, universal precautions, etc. Training required for safety programs and the proper use of PPE shall be provided by employer, and documentation maintained by the Contractor.
The Contractor shall obtain a Hot Work Permit from the Safety staff or the CO/COR in advance whenever soldering, welding, grinding, and using a cutting torch, or other open flame, spark or heat producing equipment is used. The Contractor is required to follow all requirements outlined for the issuance of the Hot Work Permit.
Contractor shall be notified of any non-compliance with safety regulations. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the Contracting Officer in writing that the condition has been corrected. If, in the opinion of the CO/COR or the VAMC Safety Officer the condition is life threatening he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order halting all or any part of the work, and Contractor may be held in default. The Contractor bears all costs of stop-work time and correcting safety hazards.
Contractor shall ensure all safety guards, equipment panels, doors, covers, devices, etc. are installed prior to placing equipment into normal operation. Any lost, damaged or missing guards, panels, doors, covers, devices are to be supplied or replaced by the contractor to ensure the safety of personnel.
Infectious Control:
To carry out its mission as a health care facility, the VAMC maintains the highest level of cleanliness as a part of its Infectious Control Program to ensure that patient health is not compromised. The Contractor shall maintain all equipment covered under the scope of work to these standards and comply with all other reasonable requests of the CO/COR related to Infectious Control measures.
Generator equipment, including control cabinets shall be wiped down with appropriate cleaning supplies to remove any dust or dirt accumulation. Before cleaning is performed ascertain if any build up indicates a problem with the equipment and requires service or repair.
Upon completion of daily work, contractor shall sweep all floors, remove all trash, rubbish, and waste materials. CO/COR shall inspect equipment and equipment spaces for cleanliness. The inspection shall consist of a visual observation to detect any accumulation of dust, dirt or debris on any surface required to be kept clean under this Contract.
SPARE/REPLACEMENT PARTS
The Contractor shall be responsible for supplying all parts, materials, and consumables required to perform all scheduled preventive maintenance and testing described in this contract. This includes, but is not limited to: OEM or approved equivalent filters, fluids, hoses, belts, batteries, cleaning supplies, and any other parts routinely replaced or consumed during preventive maintenance activities. All preventive maintenance parts and materials shall be of the original manufacturer s design and specification, or equal thereto. Reverse engineered and/or refurbished parts shall not be utilized under the terms of this contract without explicit written permission from the Contracting Officer.
There shall be no borrowing of parts except in an emergency or with written consent from the VA.
REQUIREMENTS Specific Tasks:
5.1. GENERAL (APPLICABLE TO ALL CONTRACT LINE ITEMS): The contractor shall perform major preventive maintenance service, load bank testing, battery replacements and major cooling service for emergency generator systems identified in Appendix A of this PWS. Contractor shall perform fuel quality analysis testing and maintenance for fuel storage tanks identified in Appendix B of this PWS.
Contractor shall verify proper equipment operation both prior to and immediately following performance of any maintenance or testing activities.
Annual load bank testing shall be performed upon completion of all preventive maintenance activities.
Base year testing, service and maintenance shall be performed within thirty (30) days of initial award. Option year testing, service and maintenance shall be performed mid-August of each contract option year.
Contractor shall provide advanced notification to the CO/COR no less than ten (10) business days prior to scheduled maintenance and service activity. Service must not interfere with needs or demands of the hospital. The V.A. reserves the right to defer proposed service dates based upon the needs of the agency.
5.2. Task 1 - MAJOR PREVENTIVE MAINTENANCE SERVICE FOR EMERGENCY GENERATORS (CLINs-0001, 1001, 2001, 3001 and 4001):
Contractor shall annually perform major preventive maintenance service on all emergency generators listed in Appendix A. The contractor shall change the lube oil, primary and bypass lube filters, fuel filters, water separator filter, air filters and water filters. All filters shall be OEM. Contractor is responsible for removing and disposal of all used materials and waste. Maintenance shall include the following:
Battery & Battery Charger System Contractor shall clean and tighten all battery terminals and verify integrity of cables and connectors. Contractor shall load test battery; measure specific gravity and conductance of each battery cell; inspect electrolyte level and add fluid if necessary. Contractor shall verify proper operation and float voltage of external battery charger; and verify and record output of engine alternator. Battery racks shall be cleaned.
Engine Contractor shall verify and record oil pressure and coolant temperature. Contractor shall test all safety shutdown circuits and alarms including over speed, over crank, low oil pressure, high water temperature and low coolant level. Contractor shall clean and inspect air intake system including crankcase breather and turbocharger. Contractor shall inspect the muffler system and drain condensation trap (if applicable) and verify presence of bird screen and rain cap operation. Contractor shall inspect engine starting system, verify cable integrity and connections; inspect exhaust flex coupling and piping for leaks and proper connection. Contractor shall check for abnormal vibration or noise.
Fuel System Contractor shall inspect all fuel lines and hoses for visual leaks and general condition; inspect day tank and float assembly for proper operation and leaks; and inspect fuel pump for leaks. Contractor shall verify proper operation of governor, and governor linkage; and check level of fuel in primary supply tank. Contractor shall drain water and sediment from fuel filter and fuel supply tanks.
Coolant System Contractor shall inspect all clamps, verify condition of all hoses and identify any visual leaks. Contractor shall verify proper operation of engine jacket water heater; and test coolant freeze point and verify coolant level; and test coolant additive package (DCA) for proper corrosion inhibitors. Contractor shall inspect belt condition and tension, correct as required; inspect radiator pressure cap, inspect radiator core for visual blockage, damage or obstructions; and inspect for proper operation of intake louvers, motorized or gravity. Contractor shall verify proper operation of remote radiator and belt condition.
Controls Contractor shall verify and record output voltage and adjust voltage regulator, if necessary; calibrate control meters; and verify and record output frequency and adjust governor, if necessary. Contractor shall verify operation of all lamps on control panel; and inspect for any loose connections, terminals or discoloration. Engine Start/Stop/Emergency Shutdown controls shall be tested to verify correct operation.
Generator Contractor shall inspect and lubricate generator end bell bearing. Inspect brushes, brush holders and commutator; inspect cooling screen and general condition of alternator. Contractor shall inspect for abnormal vibration. Contractor shall verify connections and insulation condition; and verify proper operation of shunt trip on mainline circuit breaker.
Day Tank Operation Contractor shall verify proper operation of each day tank. The following items shall be tested to verify proper operation: Float switches, solenoid valves, strainers, hoses and fittings, fill pumps and control devices.
5.3. Task 2 - LOAD BANK TESTING FOR EMERGENCY GENERATORS (CLINs-0002, 1002, 2002, 3002 and 4002):
Contractor shall annually perform 4 hour Load Bank testing on all emergency generators listed in Appendix A. Testing shall be performed solely utilizing supplemental loads under the following conditions:
NOT LESS THAN 30 percent of the generator nameplate kW rating for NOT LESS THAN 60 continuous minutes.
NOT LESS THAN 50 percent of the generator nameplate kW rating for NOT LESS THAN 120 continuous minutes.
NOT LESS THAN 75 percent of the generator nameplate kW rating for NOT LESS THAN 60 continuous minutes.
Total load test duration shall exceed four (4) continuous hours plus documented fifteen (15) minute warm up and cool down periods.
During testing the following measurements shall be recorded at intervals not exceeding thirty (30) minutes and documented in every test report:
Time of day
Generator Run Hours
KW
Load percentage
Frequency
Phase to phase AC voltage (measured across all phases)
DC Voltage
AC Amps (all phases)
Oil Pressure
Engine Temperature
Engine revolutions per minute
Individual test reports shall be submitted for each emergency generator and shall document the following:
Date and time of testing
Total duration of testing time
Testing location
Name, physical address, email, and phone number of company conducting testing
Name of technician conducting the test
Generator Common Name
Generator Manufacturer
Generator Model number
Generator Serial number
Generator Nameplate KW
Generator Nameplate Voltage
Generator Nameplate Current
Generator Current at Unity Power Factor (3 Phase)
Generator Hour Meter Start/Stop times
Ambient Air Temperature
Technician Comments
5.4. Task 3 UNDERGROUND FUEL STORAGE TANK TESTING AND MAINTENANCE (CLINs-0003, 1003, 2003, 3003 and 4003):
The contractor shall perform annual conditioning and polishing of stored fuel in all underground storage tanks (USTs) listed in Appendix B. This process shall include the removal of contaminants such as water, sediment, gums, microbes, and oxidized fuel to ensure the maintenance of fuel purity. Satisfactory completion of fuel conditioning and polishing (Requirement A) shall not be considered accomplished until after fuel quality analysis (Requirement B) has been performed on post-conditioning samples and the results confirm that all tested parameters meet acceptable standards for generator fuel purity as defined in Appendix C.
Annual fuel quality analysis shall be conducted for all underground storage tanks listed in Appendix B. Testing shall be performed for all properties listed in Appendix C and in accordance with ASTM methods and procedures. Fuel test samples shall be drawn only after completion of fuel conditioning and polishing. Fuel conditioning and polishing actions must be repeated if analysis results do not meet the standards specified in Appendix C, until satisfactory purity is achieved.
Biocides and or stabilizers shall be added to each fuel storage tank as indicated or recommended by the results of fuel quality analysis testing.
5.5. Task 4 GENERATOR FUEL STORAGE DAY TANK MAINTENANCE (CLINs-0004, 1004, 2004, 3004 and 4004):
The contractor shall perform annual conditioning and polishing of stored fuel in all generator fuel storage day tanks listed in Appendix B. This process shall include the removal of contaminants such as water, sediment, gums, microbes, and oxidized fuel to ensure the maintenance of fuel purity.
Day tank maintenance and testing shall include the following:
Float Switch and Level Sensor Testing Contractor shall inspect, test, and verify operation of all float switches (high/low level, overfill alarms, pump start/stop control) and all electronic or mechanical level sensors for correct function, calibration, alarm annunciation, and local/remote signaling.
Fuel Transfer Pump Testing - Inspect and test operation of day tank fill/transfer pumps under simulated or actual fill conditions, including verification of correct pump start and stop by float control or PLC/system. Inspect pump for abnormal noise, vibration, leaks, or overheating.
Control and Safety Device Verification - Test proper operation of all day tank control circuits, alarms, automatic shutdowns, and emergency stop features (including integration with generator controls where applicable). Simulate alarm and fail conditions to ensure alarm/reporting systems activate.
5.6. Task 5 - MAJOR COOLING SYSTEM SERVICE FOR TWO (2) EMERGENCY GENERATORS (CLINs-0005):
Contractor shall perform major cooling system service for the following two (2) emergency generators during base year (2026).
Building 1 Kohler 1,500 KW Generator #1
Building 1 Kohler 1,500 KW Generator #2
Full service shall include:
System drain, flush and fill with new extended life coolant.
Replacement of all cooling system hoses, clamps, block heater hoses, belts, and miscellaneous parts.
5.6. Task 6 FULL BATTERY REPLACEMENTS FOR EMERGENCY GENERATORS (CLIN-2006):
Contractor shall replace all batteries in all emergency generators listed in Appendix A during option year 2 (2028).
Deliverables:
6.1 General: This section establishes the written and electronic products, reports, and other documentation that the contractor must provide to the VA as evidence of completion of the required tasks described in Section 5.
All written deliverables shall be phrased in layman s language. Statistical and other technical terminology shall not be used without providing a glossary of terms.
Service and maintenance reports shall be submitted electronically to the VA Facility Contracting Officer Representative (COR) and Contracting Officer within 10 business days of completing any service. An individual report shall be provided for each emergency generator, fuel tank, or equipment serviced. Each report shall identify all items inspected, services performed, test results and readings obtained, and all deficiencies identified. The report shall assess the general condition of each asset and provide detailed descriptions of all recommended repairs and defective components. Reports shall reference manufacturer checklists or standards where applicable. If discrepancies or missing information are discovered after submission, the contractor shall promptly provide corrected or supplemental documentation to the COR. No invoice shall be certified for payment until the Facility COR has provided written acceptance to the contractor and the Contracting Officer.
Reports and Documentation:
Task One (1) Deliverable: Annual Preventive Maintenance Service Report (Per section 5.2)
Task Two (2) Deliverable: Annual Load Bank Test Report (Per section 5.3)
Task Three (3) Deliverable: Annual Underground Fuel Storage Tank Fuel Analysis and Maintenance Report (Per section 5.4)
Task Four (4) Deliverable: Generator Fuel Storage Day Tank Maintenance (Per section 5.5)
Task Four (5) Deliverable: Triennial Battery Replacement Report (Per section 5.6)
Task Five (6) Deliverable: One-time Major Cooling System Service Report (Per section 5.7)
Waste Disposal Manifest and Report: Shall be provided for disposal of all hazardous or universal waste products generated under the requirements of this contract (Per section 4.2E)
PAYMENT
Payment for Verifiable Work Covered Under the Contract
Payment for all work covered under this Contract shall be made on a lump-sum basis for a one-year period billed on a monthly basis.
Payment will be made in arrears of the specified billing period after receipt of a properly prepared invoice, provided all required work, including preventive maintenance, submission of reports and all other requirements for the period in questions have been performed in accordance with contract stipulations, and can be verified with service reports signed by VA Engineering COR or designee.
Contractors failure to schedule and perform maintenance or repair services within the specified time interval shall be considered non-compliance with terms of contract, and VA will deduct proportionately from payments for services missed. Criticality of this equipment requires that continued such failure will necessitate holding Contractor in default and the VA obtaining suitable service via separate means.
Invoices shall be submitted in an acceptable format via the VA s specified electronic invoicing system, Tungsten, in accordance with VA invoicing policy. The contractor shall ensure invoices are properly prepared and submitted to the designated address or service as directed in the contract award documentation or by the VA Contracting Officer.
PAYMENT FOR WORK NOT COVERED UNDER THE CONTRACT
No out-of-scope work shall commence without the explicit written consent of the Contracting Officer (CO) or Contracting Officer's Representative (COR), accompanied by the issuance of a distinct and specific purchase order. Should the Contractor determine that any work performed extends beyond the defined scope, all activities must be halted immediately. The Contractor is required to submit a comprehensive estimate detailing parts, labor, transportation, shipping costs, programming expenses, design expenses, engineering expenses, and any technical support or other associated services to the CO/COR for evaluation. Upon approval, the CO/COR will issue a separate and specific Purchase Order (PO) before any further work or service begins. Under no circumstances shall the Contractor provide any supplies, materials, or initiate any service, repair, or work identified as Out-of-Scope without formal written preapproval and the issuance of the corresponding purchase order. Any work performed without prior written consent and a distinct purchase order will be deemed unauthorized and non-payable under this contract. The Contractor acknowledges that any and all charges incurred for unauthorized work may not be reimbursed and accepts the risk of non-payment. The Contractor waives any and all claims against the agency for such unauthorized work. Furthermore, the Contractor acknowledges that unauthorized commitments by government personnel violate Federal Acquisition Regulation (FAR) Subpart 1.602-3 and may result in disciplinary action. The CO/COR is not liable for any unauthorized commitments, and the Contractor remains solely responsible for all costs associated with any unauthorized work.
INSURANCE REQUIREMENTS
General: The Contractor shall procure and maintain, during the entire period of performance under this contract, the types and minimum amounts of insurance coverage set forth in this section. The cost of such insurance shall be borne by the Contractor.
Workers' Compensation and Employer's Liability: Contractor shall comply with all applicable Federal, State, and local laws with respect to liability for injuries or death to Contractor personnel. The Contractor is required to provide workers compensation insurance as prescribed by applicable law.
General Liability Insurance: Contractor shall maintain commercial general liability insurance protecting the Government, its agents, officers, and employees against liability claims, including personal injury, death, and property damage, to a minimum limit of not less than $1,000,000 per occurrence.
Automobile Liability Insurance: If performance of this contract requires use of motor vehicles on-site, Contractor shall provide automobile liability insurance covering all vehicles used in the performance of this contract with minimum limits of $1,000,000 per occurrence for bodily injury and property damage.
Professional Liability Insurance: If any professional/clinical services are provided, the Contractor shall maintain professional liability insurance with limits of at least $1,000,000 per occurrence.
Other Insurance: The Government reserves the right to require additional insurance coverage as may be appropriate for the specific requirements of this contract.
Proof of Insurance: Before commencing work under this contract, the Contractor shall furnish to the Contracting Officer certificates of insurance evidencing the required coverage. All such certificates shall provide that no insurance may be canceled, or materially changed, except after thirty (30) days written notice to the Contracting Officer.
Notice of Cancellation: The Contractor shall notify the Contracting Officer in writing at least thirty (30) calendar days before any policy of insurance is cancelled or reduced in coverage.
Subcontractors: The Contractor shall require all subcontractors to carry insurance coverage meeting these requirements.
Appendix A: Emergency Generator Inventory (as referenced in Section 5)
This inventory is subject to update by written modification and is controlling for contract services where referenced.
Emergency Generator Inventory
Â
Generator Set
Engine
Â
Manufacturer
Wattage
Voltage
Model #
Manufacturer
Model #
Gen 1
Kohler
1,560 KW
277/480
1500REOZDC
MTU Detroit Diesel
T1238A36
Gen 2
Kohler
1,560 KW
277/480
1500REOZDC
MTU Detroit Diesel
T1238A36
Bldg. 8
Cummins
275 KW
277/480
CC434E
Cummins
NTA855GS2
Bldg. 13
Kohler
2,800 KW
277/480
2800REOZDB
MTU Detroit Diesel
20V4000G83
Parking Garage
Kohler
100 KW
120/208
100REOZJF
John Deere
4045HF285
Fort Thomas
Kohler
400 KW
120/208
400REOZV
Volvo Penta
TAD1242GE
Appendix B: Fuel Storage Tank Inventory (as referenced in Section 5)
This inventory is subject to update by written modification and is controlling for contract services where referenced.
Underground Fuel Storage Tank Inventory
Â
Cincinnati Division
Fort Thomas Division
Location
Bldg. #1
Bldg. #8
Bldg. #13
Bldg. #13
Bldg. #13
Bldg. #64
Bldg. #64
Tank Number
11
4
1
2
3
1
2
Product
Diesel
Diesel
#2 Fuel Oil
#2 Fuel Oil
#2 Fuel Oil
#2 Fuel Oil
Diesel
Tank Capacity
20000
4000
25000
25000
25000
6000
550
Emergency Generator Fuel Storage Day Tank Inventory
Â
Cincinnati Division
Fort Thomas Division
Location
Bldg. #1
Bldg. #1
Bldg. #8
Bldg. #13
Garage
Bldg. #64
Generator
#1
#2
#8
#13
PG
Â
Product
Diesel
Diesel
Diesel
#2 Fuel Oil
Diesel
#2 Fuel Oil
Tank Capacity
400
400
110
4000
215
780
Appendix C: Fuel Analysis Testing Requirements and Methods (as referenced in Section 5)
This inventory is subject to update by written modification and is controlling for contract services where referenced.
Fuel Analysis Testing Requirements
Property
ASTM Method(s)
Test Overview
Density
D1298 / D287
Determines the mass per unit volume of the fuel.
Aromatics
D1319
Assesses the aromatic hydrocarbon content in the fuel.
Thermal Stability
D6468
Evaluates the fuel s ability to resist thermal degradation and deposit formation.
Pour Point
D97
Identifies the lowest temperature at which the fuel remains fluid.
Gums and Resins
D381
Measures the amount of gum and resin residues that can form deposits in engines.
Water
D1744 / D6304
Quantifies the water contamination present in the fuel.
Sediment
D473
Determines the particulate matter suspended in the fuel sample.
Cleanliness/Particulates
D5452 / D7919
Evaluates fuel cleanliness by measuring the particulate content.
Trace Metals
D7111
Identifies and quantifies trace metal contaminants in the fuel.
Oxidative Stability
D2274 / D4625
Tests the fuel s resistance to oxidation over time.
ATP Bioluminescence (ATP)
D7463
Detects microbial activity in the fuel using ATP measurement.
Filtration
D6974-16
Assesses the fuel s ability to pass through filters without blockage.
Growth in Nutrient Gel
D7978-14
Reveals microbial contamination by culturing fuel samples in nutrient gel.
Immunoassay
D8070-16
Uses immunological methods to identify specific contaminants in the fuel.
Flash Point
D93
Determination of the minimum temperature at which fuel vapors ignite.
Water and Sediment
D2709 / D1796
Provides combined measurement of water and sediment content.
Distillation
D86
Assesses the fuel s boiling range and volatility characteristics.
Viscosity
D445
Measures the fuel s resistance to flow at different temperatures.
Sulfur
D5453 / D2622 / D129
Quantifies sulfur content, which affects emissions and engine performance.
Cetane Index
D976 / D4737
Estimates ignition quality based on fuel properties.
Cetane Number
D613 / D6890
Directly determines the fuel s combustion quality and ignition delay.
Cloud Point
D2500
Identifies the temperature at which wax crystals begin to form.
Ash Content
D482
Measures inorganic residue remaining after combustion.
Copper Corrosion
D130
Assesses fuel s corrosiveness towards copper, indicating potential engine issues.
Carbon Residue
D524
Estimates the potential for deposit formation from fuel combustion.
Lubricity
D6079 / D7688
Measures the fuel s capacity to reduce wear in fuel systems.
Conductivity
D2624 / D4308
Evaluates fuel s electrical conductivity, relevant for handling and static discharge risk.
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