SAM #36C25526Q0678

UPS Maintenance and Battery Replacement Services for St. Louis VA Medical Center

The Department of Veterans Affairs Heartland Network 15 Contracting Office is seeking a contractor for comprehensive maintenance and repair services for Uninterruptible Power Supply (UPS) units at the St. Louis VA Health Care System. - Government Buyer: - Department of Veterans Affairs, VA Heartland Network 15 Contracting Office (NCO 15) - St. Louis VA Health Care System (John Cochran and Jefferson Barracks VA Medical Centers) - OEMs and Vendors: - Eaton - APC (American Power Conversion) - FERRUPS - Emerson - Products Requested: - UPS units from Eaton (9390, 93PM-200-4, 160 UPS1), APC (SYCF40KF, 72-174001-00), FERRUPS (FE12.5 KVA), Emerson (NRD91CCSA0A2294) - Battery replacements for specific UPS models: - Eaton 9390: 80 batteries (one-time replacement) - APC SYCF40KF: 16 batteries each for two units - FERRUPS FE12.5 KVA: 8 batteries - Emerson NRD91CCSA0A2294: 48 batteries - Services Requested: - Annual and semi-annual preventative maintenance inspections - Emergency services and repairs (3-hour response time, 24/7 availability) - Technical training and certifications required for contractor staff - Adherence to OSHA, NFPA, and manufacturer safety standards - Training for VA staff on UPS operation and maintenance - Maintenance of inventory for parts and supplies - Detailed reporting and coordination with Contracting Officer Representative (COR) - Unique/Notable Requirements: - Firm Fixed Price contract structure - Base year plus four option years - Specific technical certifications and safety compliance - Contractor must provide documentation and training

Description

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: Company Name Address Point of Contact Phone, Fax, and Email UEI number Cage Code Tax ID Number 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.)? Is your company considered small under the NAICS code identified under this SSN/RFI? Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? 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). 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? 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. 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. 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? Please provide general pricing of your products/solution for market research purposes 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. Please provide general pricing of your products/solution for market research purposes 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 63125. 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 63106POC: Shane Pettis (314) 652-4100 x51032 Jefferson Barracks VAMC 1 Jefferson Barracks Dr., St. Louis, MO 63125POC: 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 Building Location Make Model Serial Type/Size John Cochran Building 3 Eaton 9390 ED273CBB03 160kVA Building 1 A201A Eaton 93PM-200-4 EU263UXX09 180kVA Building 1 A001 APC SYCF40KF PD0736260060 40kVA Building 1 C218 APC SYCF40KF PD1037160010 40kVA Building 1 D502 APC 72-174001-00 C11945190003 50kVA Jefferson Barracks Building Location Make Model Serial Type/Size BLDG. 1, 4C02A FERRUPS FE12.5 KVA FE1P 3K02757 12.5 kVA BLDG. 1, GC11 EMERSON 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 for 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 Additional Links:St. Louis VA Medical Center

View original listing