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 because 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 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 purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below.
Documentation of technical expertise must be presented in sufficient 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
(b) Address
(c) Point of Contact
(d) Phone, Fax, and Email
(e) UEI number
(f) Cage Code
(g) Tax ID Number
(h) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?
(i) Is your company considered small under the NAICS code identified under this SSN/RFI?
(j) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?
(k) If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).
(l) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
(m) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work.
(n) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number.
(o) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?
(p) Please provide general pricing of your products/solution for market research purposes
(q) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract number.
(r) Please provide general pricing of your products/solution for market research purposes
(s) Must provide a capability statement that clearly addresses the organization s qualifications and ability to perform as a contractor for the work described below.
Requirement:
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 Annual Preventative Maintenance Inspections, Emergency Services and Repairs to Uninterrupted Power Supply Units, St. Louis John Cochran VA Medical Center, 915 North Grand Blvd., St. Louis, MO 63106 and Jefferson Barracks VA Medical Center, 1 Jefferson Barracks Dr., St. Louis, MO 631252401 West Main St, Marion, IL 62959. Please see the Performance Work Statement for more specific details.
The North American Industry Classification System Code (NAICS Code) is 811210 (Electronic and Precision Equipment Repair and Maintenance), size standard $34. Based on this information, please indicate whether your company would be a Large or Small Business and have a socio-economic designation as a Small Business, VOSB or SDVOSB.
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 an acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open may be used.
Responses to this notice shall be submitted via email to Lisa A Buchanan at lisa.buchanan1@va.gov. Telephone responses will not be accepted. Responses must be received no later than Friday, September 18, 2026 at 3:00PM. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to these sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
Performance Work Statement
Preventative Maintenance, Service, and Repairs to Uninterrupted Power Supply Units and Batteries at the St. Louis VA Health Care System
Section 1: General Information
General: This is a non-personal services contract to provide maintenance, annual preventative maintenance inspections, emergency services, and repairs to uninterrupted power supply (UPS) units for the St. Louis VA Health Care System (STLVAHCS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.
Period of Performance:
A. Period of performance shall be base year plus four option years.
CLIN Base Year 0001: October 1, 2026, to September 30, 2027
CLIN Base Year 1001: October 1, 2027, to September 30, 2028
CLIN Base Year 2001: October 1, 2028, to September 30, 2029
CLIN Base Year 3001: October 1, 2029, to September 30, 2030
CLIN Base Year 4001: October 1, 2030, to September 30, 2031
Place of Performance: Services are required at the following locations. The points of contact (POC) for each location are listed. All work must be coordinated with the COR.
John Cochran VAMC 915 N Grand Blvd.
St. Louis, MO 63106
POC: Shane Pettis (314) 652-4100 x51032
Jefferson Barracks VAMC 1 Jefferson Barracks Dr.
St. Louis, MO 63125
POC: Patrick Sanders (314) 652-4100 x66698
Hours of Operation: All repairs shall be performed during business hours from 8:00 AM to 4:30 PM Monday through Friday, except Federal Holidays. Contractors may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the government.
Observed Federal Holidays
January 1
New Year s Day
Third Monday in January
Martin Luther King Jr. s Birthday
Third Monday in February
President s Day
Last Monday in May
Memorial Day
June 19
Juneteenth
July 4
Independence Day
First Monday in September
Labor Day
Second Monday in October
Columbus Day
November 11
Veteran s Day
Fourth Thursday in November
Thanksgiving Day
December
Christmas Day
Type of Contract: The government will award a Firm Fixed Price contract.
Invoicing: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.
VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.
More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.
Vendor e-Invoice Set-Up Information:
Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:
Tungsten e-Invoice Setup Information: 1-877-489-6135
Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com
FSC e-Invoice Contact Information: 1-877-353-9791
FSC e-invoice email: vafsccshd@va.gov
Payments: Government only paid for services rendered. Government will not pay on any uncompleted or undelivered work, services, or goods.
Section 2: Definitions & Acronyms
Definitions:
Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.
Subcontractor. One that enters a contract with a prime contractor. The Government does not have a contract with the subcontractor.
Workday. The number of hours per day the Contractor provides services in accordance with the contract.
Work Week. Monday through Friday, unless specified otherwise.
Acronyms:
COR Contracting Officer Representative
NFPA National Fire Protection Association
OEM Original Equipment Manufacturer
OSHA Occupational Safety and Health Administration
POC Point of Contact
PM Preventative Maintenance
PMI Preventative Maintenance Inspection
UPS Uninterrupted Power Supply
VA Veterans Affairs
STLVAHCS St. Louis VA Health Care System
Section 3: Government Furnished Property, Equipment, and Services
A. This PWS does not have any government furnished equipment. Contractor shall not use any government owned equipment, material, supplies, or tools. Contractor shall furnish all requirements. The government reserves option to terminate the contract if contractor uses government equipment or supplies without written approval from the Contracting Officer and COR.
Section 4: Contractor Furnished Items and Services
The Contractor shall provide all equipment, supplies, management, supervision, personnel, and transportation necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents to include all notes, explanatory material, and appendixes.
The Contractor shall provide all equipment, supplies, management, supervision, personnel, transportation necessary, and consultation to assure that all services are in accordance with the contract and all applicable laws and regulations. The contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents.
The Contractor shall provide one designated point of contact (POC) to the government s designated representative for coordination of parts delivery, scheduling, and / or maintenance.
The contractor shall provide a toll-free telephone number for service calls, which must be answered 24 hours a day, 7 days a week.
The contract shall have an inventory of parts and supplies in quantities sufficient to effectively service the resulting contract. The contractor should have an internal inventory system and delivery system for the parts and supplies. The inventory and delivery system must be sufficient to service the contract.
Contractors Qualifications:
Contractor shall have technical training, track records of working experience in Maintenance, Inspection, Testing of UPS and its components in healthcare, industrial, educational and commercial facilities for a minimum of five (5) continuous years.
Contractor shall possess certificates on equipment for which work will be performed.
Contractor shall have safety training either on-the-job or classroom type in electrical safety outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S Electrical and NFPA 70E Standard for Electrical Safety in the Workplace. Training certifications shall be submitted to the VA Contracting Officer prior to work. If no training certifications are available, the contractor s employer shall certify that the service technician has met this requirement in writing and submit it to the VA Contracting Officer prior to work.
Section 5: Specific Tasks
Preventative Maintenance, Repairs and Testing
The contractor shall guarantee a 3-hour response time, 24 hours, 7 days a week. Contract shall cover 100% of the labor, supplies, material, electrical components, electronic components, consultation, and travel at no additional cost to the government, excluding external batteries and filter. Contractor shall provide the following preventive maintenance service under this contractor:
Inspection, repair, and service 24 hours and 7 days a week of the electronic portion of the UPS shall be performed as needed during the contracted period of maintenance at no additional cost to the government. Remedial maintenance and repairs provided by contractor shall include all parts and labor. All corrective maintenance to UPS and Batteries, if any, shall be in accordance with manufacturers recommendations, warranties, and separate agreement, if any.
Contractor shall perform a one (1) time battery replacement (80 batteries), and capacitors, and fans during base year for the Eaton 9390 UPS, Serial# ED273CBB03 located in Bldg. 3 at John Cochran.
Contractor shall perform maintenance of the following equipment:
UPS Equipment Covered List
John Cochran
Building Location
Make
Model
Serial
Type/Size
Bldg. 3
Eaton (80 Batteries)
9390
ED273CBB03
160kVA
Bldg. 1 A201A
Eaton
93PM-200-4
EU263UXX09
180kVA
Bldg. 1 A001
APC (16 Batteries)
SYCF40KF
PD0736260060
40kVA
Bldg. 1 C218
APC (16 Batteries)
SYCF40KF
PD1037160010
40kVA
Bldg. 1 D502
APC
72-174001-00
C11945190003
50kVA
Jefferson Barracks
Building Location
Make
Model
Serial
Type/Size
BLDG. 1, 4C02A
FERRUPS (8 Batteries)
FE12.5 KVA
FE1P 3K02757
12.5 kVA
BLDG. 1, GC11
EMERSON
(48 Batteries)
NRD91CCSA0A2294
M14J3F0003
90 kVA
BLDG. 56, BB102
EATON
160 UPS1
EK211CBC01
160 kVA
BLDG. 56, BB102
EATON
160 UPS1
EK206CBC10
160 kVA
Contractor shall perform the following:
Temperature checks on all breakers
Connections
Inspection of the equipment including subassemblies
Wiring harnesses
Contacts
Rectifier and Inverter snubber boards for discoloration
Power capacitors for swelling or leaking oil
DC capacitor vent caps that have extruded more than 1/8 IN
Record all voltages on module cabinet
Record all current on module cabinet
Record harmonic trap filter currents
Check inverter and rectifier snubbers for burned or broken wires
Check all nuts, bolts, screws, and connectors tor tightness (manufacture torque recommendation) and discolorations
Check all fuses DC and AC
Check fuses on the DE capacitor deck for continuity
Perform operational test of the system transfer unit
Perform battery discharge calibrate
Record all electronic to system specifications install or perform engineering field charge notices
Measure all low voltage power supply levels
Measure and record phase to phase input voltage and current
Review performance with COR
Include all manufacture recommendations
Battery maintenance and inspection service:
Check integrity of battery cabinet
NO-OX grease or oil on all connection
Check battery jars for proper liquid levels
Check for corrosion on all the terminals and cable
Check physical cleanliness of battery room and jars
Measure and record DC bus ripple voltage
Measure and record total battery float discharge
Measure and record individual cell/battery float voltages and overall float voltage
Charger output current and voltage
AC ripple current and voltage imposed on the battery
Ambient temperature
Negative terminal temperature of all batteries
Include all manufacture recommendations
Maintenance Frequency
UPS and Batteries shall be inspected, tested, and maintained Semi-Annually and one annual preventative maintenance. If contractor misses or fails to conduct the inspection or maintenance within the Semi-Annual timeframe the contractor shall provide a report with reason why inspection or maintenance was missed. Contractor shall perform missed inspection immediately and submit inspection report within 2 weeks (14 days) after inspection has been completed. The government shall not pay for missing semi-annual or annual inspections. The government only pays for services rendered. Contractor shall submit dates for semi-annual and annual inspections within 10 days of award.
Fiscal Year is from October 1 to September 30.
Contractor will maintain a Log update with date, time, description of work, and technician. Log shall be near or with UPS. Log shall be submitted to COR and Compliance office by the year.
Contractor shall provide training on basic use and troubleshooting of each UPS unit listed on the equipment list every six months. Contractor shall schedule training with the COR.
Contractor shall maintain drawings, schematics, manuals, and any other appropriate documentation up to date and have copies at UPS. The contractor shall provide any drawing, schematics, manuals, and any other appropriate documentation at no additional cost to the government.
Site Investigation and Conditions Affecting Work
The Contractor acknowledges that it has taken steps reasonably necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to (1) conditions bearing upon transportation, disposal, handling, and storage of materials; (2) the availability of labor, water, electric power, and roads; (3) uncertainties of weather, river stages, tides, or similar physical conditions at the site; (4) the conformation and condition of the ground; and (5) the character of equipment and facilities needed preliminary to and during work performance. The Contractor also acknowledges that it has satisfied itself as to the character, quality, and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the, including all exploratory work done by the Government, as well as from the drawings and specifications made a part of this contract. Any failure of the Contractor to take the actions described and acknowledged in this paragraph will not relive the Contractor from responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to successfully perform the work without additional expense to the Government.
The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding or representation is expressly stated in this contract.
Contractor has the responsibility to make the determination and request a site walk. Failure to perform a site walk shall not relieve the contractor to complete the contract on time and within budget.
Contract Modifications
Throughout the performance of this contract UPS may need to be added or removed from the contract. In the event that the needs change, the Contractor will negotiate with the Contracting Officer to reach a mutually agreeable adjustment to the contract that must be captured in a written modification to the contract.
Safety:
No shorts or tank tops shall be permitted.
Contractor shall adhere to OSHA 10 CFR 1910.
Contractor shall be responsible to use appropriate PPE when required by the OSHA, NFPA 70E, and VAPAHCS.
Safety plan shall be submit to the COR within 15 days of awarded contract.
Performance Standards:
Contractor shall adhere to the performance standards listed below. Contractor shall adhere to all references in the performance standard to include all notes, explanatory material, and appendixes. The most current edition will be used on all references listed below.
NFPA 70E: Standard for Electrical Safety in the Workplace
NFPA 99: Health Care Facilities Code
OSHA Standard 29 CFR 1910
If a dispute between two codes arises, the most stringent code shall be enforced.
If contractor has a different code interpretation than the COR then contractor shall have the opportunity to have the Engineering Compliance office review and make decision, which contractor shall accept. The AHJ shall be the Chief of Engineering of STLVAHCS.
Documentation Requirements
The Contractor shall provide reports to the COR.
Each report shall include a separate document for each UPS.
Submit four (1) hard copies of the completed written report and one CD Rom of the electronic version of the report in Microsoft (i.e. excel, word..) format to the Engineering Compliance Office within seven (7) calendar days of completion of inspection and testing.
Security Requirements
The Certification and Accreditation requirements do not apply and a Security Accreditation Package is not required for this work.
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, VA directives and handbooks as VA personnel regarding information security under VA Handbook 6500.6, Contract Security, Appendix C.
Section 6: Attachments
None
