SAM #36C24126Q0589

Preventive Maintenance Contract for Emergency Generators at Togus VA Medical Center

This opportunity is for a preventive maintenance contract for emergency generators at the Togus VA Medical Center in Augusta, ME, issued by the Department of Veterans Affairs, Network Contracting Office 1. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 1 (NCO 1), Contracting Officer (90C) - Scope of Work: - Preventive maintenance, inspection, and repair services for all emergency generator systems at the medical center, including mobile units - Services include semi-annual and annual maintenance, emergency call-back diagnosis and repairs (within 6 hours), and battery replacement scheduled for 2029 - All work must comply with manufacturer requirements and applicable safety and regulatory standards - Contractor must provide all equipment, fluids, tools, labor, and maintain a local supply of spare parts - OEMs and Vendors: - Caterpillar (manufacturer-certified technicians required) - Other diesel generator brands (manufacturer-certified technicians required) - Unique/Notable Requirements: - Technicians must be manufacturer-certified for Caterpillar and other diesel generators - All off-site calibration must be performed by authorized Caterpillar repair locations - Rapid emergency response required (within six hours) - Detailed reporting and documentation required - Period of Performance: - One-year base period with four one-year option periods (up to five years total) - Quantities and Part Numbers: - 12 preventive maintenance service events per year (no specific generator models or part numbers listed in the solicitation text; details referenced in an attachment)

Description

Description This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) part 12, Acquisition of 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 2026-01, dated 3/13/2026. This solicitation is SDVOSB set-aside. The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $12.5 million. The FSC/PSC is J061. The Togus VA Medical Center located at 1 VA Center in Augusta, ME 04330 is seeking to purchase a Preventive Maintenance Contract for Emergency Generators, to include Inspection, Preventive Maintenance, and Repair Services, with four (4) one-year option periods. Wage Determination 2015-4009, Rev 33 is applicable. Statement of Work INTRODUCTION The work includes but is not limited to: Provide all equipment, fluids, tools, labor, and to perform regular and periodic examination as stated below, semi-annual and annual preventative, 6 hour emergency call back diagnosis and repairs (subject to additional costs) of the emergency generator systems at the VA Medical Center in Augusta, ME located at 1 VA Center. For the purposes of this contract, 6 hour emergency call back is defined as repair service required to bring a generator back to an operational status after failure of any generator component rendering it inoperable for purposes of supplying backup power as designed. The proposed term of the service is one year from the date of the award. There will be four additional renewal option years to be awarded annually aligned with FAR 52.217-9. DEFINITIONS/ACRONYMS Engineer (ing) - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative. WHEN Hours- Weekends, Holidays, Evenings, and Nights. Anytime outside of Normal Business Hours (Monday-Friday 7:00am-4:30pm) ESR - Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Authorization Signature - COR signature; indicates work status is accepted as stated in ESR. VAMC - Department of Veterans Affairs Medical Center. PM- Preventive Maintenance EQUIPMENT TABLE See Attachment 1 VA Maine Generators Please note, not all Generators are located on the Togus Campus. We have 1 mobile unit at 35 State Hospital Dr. in Bangor, ME and another mobile unit at 15 Challenger Dr, Lewiston, ME. Please note all generators are due for battery replacement in 2029. Mobile Generators are subject to change location SCOPE This project includes the following tasks: Task 1 Scheduled preventative maintenance: Provide regularly scheduled annual and semi-annual preventative maintenance services for all the emergency generator systems at the Medical Center noted in the equipment table. Service includes the following at the minimum or Manufacturer requirements whichever is greater. SEMI-ANNUAL CHECK (ENGINE NOT RUNNING) Conduct visual check around the generator. Check the battery s liquids specific gravity, do battery load test, top upill if necessary. Clean battery terminals and lugs. Check all V and fan belts to make sure there are no hair line cracks on the belts, replace if cracked or worn. Check and adjust tension on all V and fan belts. Check coolant level and top offill if necessary. Check specific gravity of coolant. Replenish as necessary to maintain manufacturers recommended level and specific gravity of coolant additive. Check operation and components of water jacket heating system. Test fuel day tanks for water. Record water levels in tanks. Drain condensate from exhaust condensate trap. Clean air filter element. Inspect all fuel, oil, and water piping for secure mounting. Inspect exhaust piping and muffler insulation. Inspect crankcase breather tube. Check all control panel indication LED s. SEMI-ANNUAL CHECK (ENGINE RUNNING) Turn off the generator circuit breaker and run the generator unloaded for 15 minutes. Check the generator for unusual conditions, such as: excessive vibration, excessive black or white smoke. The following indicators on the control panel also need to be checked and verified while the generator is running: fuel level, oil pressure, water temperature, rpm, voltage, and frequency. With the engine running and the generator circuit breaker open: Jumper water temperature switch Jumper oil pressure switch Jumper coolant low-level switch Press emergency stop push button. Each time the switch is jumped or the emergency stop button is pressed the engine should stop and the corresponding failure lamp should illuminate. Reset the shut-down mechanisms after each test. Read and record verify all engine and alternator indicators. Check exhaust for excessive black or white smoke. (See manufacture s manual) Check turbocharger for vibrations, check for any abnormal noise during operation. Check generator bearing for noise and overheating. Check exhaust manifold, muffler, and piping for leaks and secure mountings. Check fuel day tank for overheating. Check exhaust backpressure at the Diesel particle filter (Dpf.), if above 24 Inches H20 / 6 kPa, Dpf filters to be removed and cleaned. Or in accordance with the manufacturer s recommendations. SEMI-ANNUAL CHECK (ENGINE STOPPED AFTER RUNNING) Inspect engine water, fuel, and oil systems for leaks while engine is hot. Fill out maintenance checklist and report deficiencies. Confirm that circuit breaker is in closed position, and generator is set in automatic. SEMI-ANNUAL CHECK (ENGINE NOT RUNNING) Change fuel and air filters every 250hrs or once a year whichever is sooner Change coolant filters every 250hrs or once a year whichever is sooner Inspect battery charging Alternator and V belt. Inspect engine and generator wiring harness for wear and damages. Inspect supports and spring isolators for soundness and stability. Inspect unit thoroughly for loose fasteners. Clean radiator air passages and exhaust air ducts. Clean intake louvers and ducts. Inspect unit for corrosion. If corrosion is found technician will notate and bring it to the attention of the VA. Inspect fan drive idler pivot arm assembly and shock absorber. Inspect Belt driven fan hub. Take fuel oil samples, analyze and report composition and cleanliness. ANNUAL CHECK (ENGINE RUNNING) Perform complete semi-annual Engine running schedule (Section 2). ANNUAL CHECK (ENGINE STOPPED AFTER RUNNING) Perform complete semi-annual Engine stopped after running schedule. (Section 3). Change crankcase oil and filters every 250 hours or once a year, whichever is sooner. Fill out maintenance checklist and report deficiencies. Confirm that circuit breaker is in closed position, and generator is set in automatic. OUT YEAR CHECKS Second Year Checks: Inspect Turbocharger: Inspection to include bearings, seals, exhausts, and air impellers. Inspect all gaskets and seals, provide estimate if replacement is needed. Inspect Rotating rectifier: Inspect and clean rotating rectifier per manufacturer s recommendations. If replacement is warranted, provide a written recommendation to the COR for action to include all material and labor. Replace batteries in 2029 with minimum Caterpillar Deep Cell batteries per manufacturer s recommendations. Provide batteries for each generator, replace with factory required quantity/specification. Replace cooling system temperature regulators with seals. Task 2 Repairs and Emergency Call Back Service: 1. Contractor shall have technician on site within six (6) hours, during normal business hours and six (6) hours, during WHEN hours of request by telephone or otherwise from contacting officer, Chief Engineer and/or designees for emergency services. Response will be in the event of a shut down or emergency trouble developed between regularly scheduled maintenance services. Overtime emergency call back service shall be limited to minor adjustments and repairs required to protect and provide immediate safety of the equipment and persons in and about the generators. 2. The contractor to provide estimates for all non-preventative maintenance repairs. Supplemental non-preventative maintenance repair estimates to be reviewed and approved by the VA. The emergency generator systems of the medical center must remain operational 24/7. Alternative measures for providing equivalent emergency power during repairs are the responsibility of the VA. 3. Repairs shall be completed promptly after the need for repair has been identified, estimated and approved by the VA or by the Government. All repairs shall be in accordance with the equipment manufacturer s requirements and oper applicable laws, regulations, codes, etc. An extension may be granted at the discretion of the COR on a case by case basis. Each request for an extension must include an explanation for the delay, and estimated time of completion, and evidence to clearly show that the contractor has made every effort to repair the system as timely as possible. 4. The Contractor shall furnish all supplies, materials, and equipment to perform regularly scheduled service. Emergency service and repairs are to be billed at an additional cost to the contracted price. a. All parts and materials shall be of the original manufacturer s design and specification, or equal thereto. b. The Contractor shall have and maintain on hand locally a supply of spare parts enough for normal maintenance and expedient emergency repairs of the generators. c. Repairs to be quoted as a cost above the contracted price. VA approval is needed before contractor can proceed with any supplemental repairs. 5. Space is not available for storage of equipment or materials. If needed the Contractor should make arrangements for storage as part of this contract. PERFORMANCE REQUIREMENTS 1. The Contractor, under this Scope of Work (SOW), will be responsible for all supervision, labor, tools, lubricants, cleaning products, and manufacturer replacement parts and equipment required to carry out all services as outlined in this SOW. The medical center is considered a critical facility; therefore, all emergency generator equipment shall be kept in first class condition and proper working order 24/7. 2. The Contractor will be required to evaluate the existing equipment and provide the COR with a proposed maintenance schedule in advance of service. 3. Contractor must submit to the COR for review, work sheet/checklist that will be used for performing and documenting maintenance service. 4. All personnel working in the vicinity shall wear and/or use safety protection equipment and exercise the appropriate cautions while all work is performed. Any questions or injuries shall be brought to the attention of the COR, and Safety Manager or Safety Officer. 5. Material data sheets (MDS) shall be provided by the contactor for all HAZMAT materials. Copies will be provided to the COR for approval. No materials will be allowed to be brought on site until they have been submitted and approved by the COR in advance. 6. Preventive maintenance for Standby generator sets to be performed by a technician or mechanic, who is manufacturer certified to work on Caterpillar and other Diesel manufactured emergency generators as listed above. 7. All off site calibration of generator components to be performed by an authorized Caterpillar repair location, a calibration certificate for each calibrated component must be issued. 8. Perform all annual preventive maintenance procedures prior to beginning out-year cycles. 9. COR must immediately be made aware of any condition discovered that could result in equipment failure. 10. Testing and inspection summary report shall be submitted to the COR within three days of completing all work. 11. If any discrepancies are found with the generator system that are not covered under this scope of work, then the contractor must provide the following: Detailed report noting the discrepancy found. Bill of Materials (BOM) to include component name, quantity, part #, and assumption of price for any repair material required and material lead time. 12. All work shall be completed during normal business hours in conjunction with the medical center regularly scheduled monthly generator testing, unless called back for emergency service outside of normal business hours. Emergency call back services shall be assumed to be completed during WHEN hours. 13. All travel costs associated with performance of this contract are the responsibility of the Contractor and are provided at no additional cost to the government as part of this contract. Travel costs are defined but not limited to time and vehicle costs for personnel in travel to and from job site for all duties outlined in this specification, normal shipping charges on any parts or materials covered by this contract, costs associated with the normal shipping of parts or equipment out for repair that are covered under this contract, etc. 14. The services shall be completed in accordance with the latest National Electrical Code (NEC), and National Fire Protection Association (NFPA) standard, VA Standards and policies, and local and city codes. In the event there is conflict between any of the standards/codes, the more stringent standard/code shall apply. Clarification for conflicts must be requested in advance of the service rendered. 15. Contractor shall comply in accordance with all OSHA Safety Guidelines. 16. Upon arrival at the medical center, the Contractor shall check in with the maintenance scheduler, COR or designee. Contractor shall sign in and out in engineering during normal business hours. During WHEN hours the Contractor shall sign in and out at the Boiler Plant. While on property the contractor shall always display an appropriate contractor badge. DELIVERABLES 1. Submittal of proposed maintenance schedule of activities for review and approval by the COR. 2. Submittal of proposed equipment and materials to be used on site for review and approval by the COR. 3. Submittal of Contractor safety plan and lock o ag o plan. 4. Submittal of material Data Sheets (MDS) shall be provided by the contactor for all chemicals proposed to be brought to the medical center. Chemicals must be approved before they can be located on property. 5. Submittal of all maintenance reports. Must be submitted within 3 days of service completion date. Reports should include at a minimum: Name and contact information for contractor. Name of employee performing the work. Date of work performed, and hours spent. Description of the work performed including PMI s and equipment worked on. Detailed report noting any deficiencies found. Signature of employee that performed work as well as the COR. Bill of Materials (BOM) to include component name, quantity, part #, and assumption of price for any repair material required and material lead time. END OF STATEMENT OF WORK The contract period of performance: Base: 9/6/2026 - 09/05/2027 Option Year 1: 9/6/2027 - 09/05/2028 Option Year 2: 9/6/2028 - 09/05/2029 Option Year 3: 9/6/2029 - 09/05/2030 Option Year 4: 9/6/2030 - 09/05/2031 Place of Performance/Place of Delivery Address: Togus VA Medical Center 1 VA Center Augusta, ME Postal Code: 04330 Country: UNITED STATES The following solicitation provisions apply to this acquisition: 52.203-18 Prohibition on Contracting with Entities (JAN 2018). FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services ADDENDUM to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. (b) The following factors shall be used to evaluate quotations: Technical Past Performance Price (c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. Price: The Government will evaluate the price by adding the total of all line item prices, including all options The Total Evaluated Price will be that sum. (d) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line-item numbers (CLINs) and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s). (End of Provision) 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020). 52.233-2 Service of Protest (DEVIATION NOV 2025) (a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from ______________________. [Contracting Officer designate the official or location where a protest may be served on the Contracting Officer.] (b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO. (End of provision) 52.252-5 Authorized Deviations in Provisions (Nov 2020) 52.252-6 Authorized Deviations in Clauses (Nov 2020) As prescribed in 852.102(a), insert the following provision: Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the Web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer. [Contracting officer shall list all FAR and 48 CFR Chapter 8 (VAAR) provisions and clauses incorporated by reference that must be completed by the offeror or prospective contractor and submitted with the quotation or offer.] (End of provision) 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction. VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (NOV 2022) (a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.] (i) Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6. (ii) General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (iii) Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution. (3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following: Referral to the VA Suspension and Debarment Committee; A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and Prosecution for violating section 1001 of title 18. (b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed. (c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award. Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror]. Printed Name of Signee: Printed Title of Signee: Signature: Date: Company Name and Address: (End of clause)

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