J--Generator Load Banking - STL

Agency: Department of Veterans Affairs
State: Kansas
Type of Government: Federal
FSC Category:
  • J - Maintenance, Repair, and Rebuilding of Equipment
NAICS Category:
  • 811219 - Other Electronic and Precision Equipment Repair and Maintenance
Posted Date: Sep 21, 2017
Due Date: Sep 27, 2017
Solicitation No: VA25517Q0962
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Solicitation Number :
Notice Type :
Synopsis :
Added: Sep 01, 2017 4:44 pm

Title of Project: Annual Load Bank Testing and Certification furnished on site at:

John Cochran Medical Center

915 N Grand Blvd

St. Louis MO 63103

CONTACT: COR Sean Lively (314) 652-4100 ext. 56462

LOCATION: Building # 1, Room B020

Jefferson Barracks Medical Center

1 Jefferson Barracks Drive

St. Louis MO 63125

CONTACT: COR Ryan Duffy 314-652-4100 ext. 66698

LOCATION: Building # 24, Room G01

Scope of Work: The Contractor shall provide all necessary labor, material, tools, and equipment to perform: semiannual maintenance/inspection, annual maintenance/inspection, and annual load test including associated certification, on emergency generators and to perform diesel fuel tank treatments with follow up vacuuming of tanks yearly listed herein in accordance with all terms, conditions, provisions, specifications, and schedules within the contract.

John Cochran: Testing and maintenance by Contractor of generator, located in Building 1, will only be performed with the concurrence of Surgery Service. Allowable time may be after-hours or on weekends. Electric Shop Foreman will help in establishing time for the testing and maintenance of this generator.

Technical Documentation: The Government shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its Field Service Employees (FSE) all operational and technical documentation (e.g., operational and service manuals, schematics, parts lists, and tools) which are necessary to meet the performance requirements of this contract.

In order to meet National Fire Protection Association (NFPA) 110 (Standard for Emergency and Standby Power Systems) and NFPA 99 (Standard for Health Care Facilities) a Load Bank Test must be accomplished on each of the standby generators locate at the Medical Center. All work performed shall be fully documented by the Contractor. Testing shall be performed in compliance with manufacturers' recommendations and applicable NEMA, NETA, ANSI, ASTM, ASA, OSHA 1919.269, NFPA 70, NFPA 70E, NFPA 99, NFPA 110, JACHO and VA Standards.

Refer to the Comprehensive Accreditation Manual for Hospitals: The Official Handbook, Parts EC.7.40.1 and EC.7.40.7, as set forth by the Joint Commission on Accreditation of Healthcare Organizations (JACHO), for compliance requirement.

Conformity to Regulations: The Contractor shall conform to all regulations, Federal, State, and local, governing emergency generator electrical testing and certification.

Keys: The COR shall provide the Contractor access to all buildings and rooms required in the provisions of this contract. The Contractor shall notify the COR when leaving these areas.

Lights/Windows: All lights and/or windows shall be turned off or closed and locked respectively in unoccupied areas, unless otherwise directed by the COR. If any difficulties are encountered in keeping areas locked, or windows closed, the COR shall be notified immediately.

All materials and equipment will be removed from the facility or stored properly at the end of the workday and secured during the workday. Under no circumstances will the Contractor allow any equipment to be left unattended for any length of time.

EQUIPMENT TO BE SERVICED. Each of the following items are to be serviced in accordance with the specifications, terms and conditions of this contract.

John Cochran VA Medical Center












250 kW







1000 kW







1000 kW



BLDG. 1 CB03




1500 kw







300 kW



Jefferson Barracks VA Medical Center








BLDG. 75 #1




2500 kW



BLDG 75 #2




2500 kW



BLDG 75 #3




2500 KW







350 KW







800 kW



BLDG 83 (serves 1&25)




400 kW



BLDG 84 (serves 52)




250 KW



BLDG 87 (serves 53)




300 KW



BLDG 90 (serves 60)




350 kW



Qualifications: The Field service work shall be performed directly by Field Service Engineer (FSE) who has successfully demonstrated their knowledge and experience in the Field of Electrical Power Distribution Systems Testing. The Field Service Engineer shall be capable of the following: (1) testing, assessing, evaluating, servicing and reconditioning components, (2) assuring that the equipment on which work has been performed is safe, reliable and acceptable for its intended purpose, and (3) identifying defective equipment and potential safety problems, environmental hazards or code violations. For field experience, the FSE(s) has a minimum of two years experience with respect to load bank testing and certification. The FSE(s) shall be authorized by the Contractor to perform maintenance services All work shall be performed fully qualified competent FSE(s). The Contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSE(s) for each make and model of equipment specified in section (B). The CO, COR, or Alternate COR, may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are performing any testing, calibration and certification. The CO, COR or Alternate COR, specifically reserves the right to reject any of the Contractor s personnel and refuse them permission to work on the equipment.

All other testing technicians assigned to the project must be certified by NICET, NETA, or have an equivalent qualification certification. Contractor shall provide proof of technicians certification prior to the technician performing work. Test assistants and apprentices may be assigned to the project as assistants to certified technicians at a ratio not to exceed two certified to one non-certified assistant or apprentice.

Subcontractor: If subcontractors are used, they must be identified in the solicitation response, be approved in advanced by the CO and be identified in the contract. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. Subcontractors can only be added, deleted or substituted through a modification to the contract.


Testing: All testing will be performed during normal VA Medical Center, John Cochran and Jefferson Barracks business hours, 7:30 AM 5:00 PM, Monday Friday, except Federal Holidays, unless otherwise specified. Any Contract work outside normal business hours must be preapproved by the COR or designee. Any Contractor requested work performed outside of normal business hours will be provided without additional charge to the government.

Due to the critical nature of emergency generators serving health care buildings, testing of generators shall not occur should stormy weather conditions exist.:

Parts: Not applicable to this contract.

Exclusions: Repair parts, consumable parts and supplies.

Inspection of Equipment: Prior to providing an offer, prospective offerors may visit the site, view the equipment and acquaint themselves with the SOW and the job by contacting the facility point of contact and scheduling a visit. Failure to view the site will not relieve the Contractor from the responsibility of fully complying with this SOW and the resulting contract.

Special Requirements.

Contractor s personnel are required to interrupt their work at any time to avoid interference with patient care procedures and the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.

In order to administer this contract, it is mandatory that all technicians report to the respective Facilities Management office, with the work/repair ticket after the work have been completed. This procedure is necessary to insure that internal accountability is maintained for all repairs. Failure to follow this procedure may jeopardize the payment of maintenance work and the contractor s technician who ignores this procedure does so at his/her own risk.

The contractor s representative shall report to the Engineering Service Office, prior to performance of service to obtain a Contractor s ID Badge. If the Contractor plans to work past normal business hours he must contact the Engineering Department and they will notify the police of the name of the Contractor and the location of where he will be working. The Contractor will report to the Police Dispatch to turn in the Contractor s ID Badge and inform them they have discontinued their work in the area and are leaving the premises.

Identification: The Contractor s FSE shall wear visible identification at all times while on the premises of the VA Medical Center.

Restrictions: Smoking is permitted only in those specific areas designated for smoking. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of the VA Regulations may result in citation answerable in the United States (Federal) District Court.

Vehicles: All Contractor vehicles will be locked and the keys removed while performing service on the Medical Center s property. This is intended to protect the Contractor s property and provide for the safety of the VA Medical Center s personnel. Vehicle(s) shall be identified. Parking in the appropriate designated parking areas is expected. Information on parking is available from the VA Police. The VA Medical Center will not invalidate or make reimbursement for parking violations of the Contractor for any conditions.

Safety Requirements: In the performance of this contract, the Contractor shall take such safety precautions as the CO, COR or AltCOR may determine to be reasonably necessary to protect the lives and health of the occupants of any building. The CO, COR or AltCOR will notify the Contractor of any noncompliance with the foregoing provisions and action to be taken.

Exposure to blood borne or infectious material: There is a potential for exposure to blood borne or other infectious material with equipment throughout the medical centers. All maintenance persons must use the Universal Precautions (i.e. decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during testing, cleaning and maintenance/repair procedures.

Damage: The Contractor shall repair any damage to the premises caused by the contractor, its employees, or the agents. Contractor shall hold harmless and indemnify the Government from and against any and all losses or damages resulting from contractor s installation, maintenance, service, removal or operation of the equipment or any other equipment of contractor s except loss or damage arising from negligent or intentional act or omission of the Government.

INSURANCE: The Contractor shall maintain Workers Compensation, General Liability and Property Damage Liability insurance as required by the state of Missouri.

MAINTENANCE AND INSPECTION WORK: Provide all necessary labor, material, tools and equipment to perform maintenance on emergency generators designated in this section. The work described herein is to be performed at multiple sites. Read Scope of Work carefully.

Semiannual Maintenance and Inspection: Semiannual maintenance shall to be performed on all emergency generators as described in this portion of the statement of work and designate in the tables of section 2.3.


Oil analysis to check for the presence of metals, water, or breakdown of engine oil.

Change oil, filter, and by-pass filter (if sufficient hours). Oil and filter to be furnished by contractor.

Clean crankcase breather.


General inspection of all components.

Change or clean air filter (filter to be furnished by contractor).

Change fuel filter (filter to be furnished by contractor).

Treat diesel supply tanks with anti-fungal treatment and vacuum diesel tanks 3-4 days after treatment. This does not include the day tanks.


Check all linkages and ball joints.

Clean hydraulic oil.

Observe for oil leakage.


General inspection of all components.

Clean exterior of all radiators.

Check condition of all hoses and connections, replace as needed.

Adjust and replace belts if necessary.


Check brush length and pressure.

Check appearance of slip ring and clean if necessary.

Blow out with clean dry compressed air.


Clean and check connections.

Make specific gravity test on lead acid battery.

Make load test of each nickel cadmium cell where applicable.

Add distilled water to maintain proper level.

Check charging rate.

Battery trickle charging circuit operating properly.


Run generator under load to check instruments including voltage.

Check automatic shutdown and transfer of load from commercial power to emergency power.

Check automatic shutdown and transfer of emergency power to commercial power.

Check running cool down time.


Provide inspection report to the Chief of Engineering Services, or his designee, advising of any conditions warranting services or other recommendations.

Annual Maintenance and Inspection: Annual maintenance shall to be performed on all emergency generators as described in this portion of the statement of work and designate in the tables of section 2.3.

During the month of October, Contractor shall perform the following maintenance services:


General inspection of all components.

Change fuel filter, (Filter to be furnished by contractor).

Change or clean air filter (filter to be furnished by contractor).

Analyze diesel fuel for condition, (request fuel be replaced if required).

Check entire unit for leaks.

Adjust valves and injectors.


Change oil and by-pass filter (oil to be furnished by contractor). Oil must meet unit manufacturer s recommendation.

Change oil filter, (Filter to be furnished by the contractor).

Check entire unit for oil leaks.

Clean crankcase breather.

Lubricate all parts as required by manufacturer s service manual.

Operation of lubricating oil heater (if installed).

Check oil pressure for proper pressure.


Check condition and rod out heat exchange if necessary.

Change antifreeze solution (antifreeze to be furnished by contractor). Antifreeze to be changed on even numbered years (every other year).

Cooling system will be protected to 20 degree Fahrenheit.

Clean exterior of all radiators.

Check all engine water pumps and circulating pump.

Examine all ductwork for looseness.

Clean and check motor operated louvers.

Check condition of all hoses and connections. Replace as needed (to be furnished by contractor).

Adjust and replace if necessary all belts (to be furnished by contractor).


Clean and check connections.

Make specific gravity test on lead acid battery.

Make load test of each nickel cadmium cell where applicable.

Add distilled water to maintain proper level.

Check charging rate.

Battery trickle charging circuit operating properly.


Check condition of muffler; exhaust lines, supports and connections.

Check for repair, as needed all exhaust leaks.

Check and exhaust manifold and turbo-charge cap screws.


Clean generator winding.

Check generator bearing.

Measure and record resistance reading of generator winding using insulation tester (Megger).

Inspect transfer switch and make repairs or replacement if indicted.

On main switchgear and generator switchgear operate every circuit breaker manually; visually check bas bar, and feeder connection for cleanliness and signs of overheating.

No unusual sounds.

Vacuum inside the transfer switched and generators control panels.

Check brush length and pressure.

Check appearance of slip rings, if necessary.

Blow out with clean dry compressed air.


Re-evaluate the setting of the voltage sensing and time delay relays.

Check out and record the time intervals of the various increments of the automatic start-up and shutdown sequences.


Check operation of all engine operating alarms and safety shutdown devices (general will not be under load during this check).

Run generator under load, to check instruments including voltage, frequency, amperage, and make the necessary adjustments.

Check automatic transfer switch for proper operation, check operation. check contracts, trickle charger system, voltage at contractor, phase protection relays and start relays.

Tune engine as required by manufacturer s service manual.


Check all linkage and ball joints.

Check oil level, if applicable.

Observe for oil leakage.


Start/Finish Dates: Contractor shall notify each medical center s staff at least one week in advance of scheduling any proposed maintenance or testing. Medical Center staff shall approve proposed schedule for maintenance and or testing of emergency generators prior to commencing work. Contractor shall complete annual scheduled emergency generator testing, at each site, not more than one week from its starting date. Due to the combined duration of testing, that occurs tri-annually, this one-week testing completion restriction for testing of all generators at a given site is waived. Contractor shall jointly develop a comprehensive test schedule, with each medical center s staff, that is acceptable to all parties.

Contractor shall submit maintenance/inspection form, load bank field test form, and final inspection/test report format to the Contracting Officer Representative (COR) for approval prior to commencing testing. Testing shall not start prior to approval of form formats by the COR.

Contractor shall provide a comprehensive written final report to the Engineering Service-line Manager, which summarizes: maintenance/inspection findings, field test findings, and provide a statement as to whether the Emergency Generator Systems reflect compliance or lack of compliance with codes and standards cited in paragraph directly below, list all anomalies found, and suggest recommendations to correct any noted deficiencies. Final report shall clearly state whether compliance occurred with respect to JACHO EC.7.40.1 and NFPA 110.

All service tickets will show the Make, Model, Serial, and PM numbers of the generator and prime mover being tested.

Copies of generator field test form, completed each business day, shall be provided to the COR at the location in question. All maintenance and inspections reports are due within two weeks of completing maintenance of the last generator at each site. All emergency generator field test form submissions and final test report are due within 30 day of testing completion at each site. Any deficiencies that are discovered during maintenance, inspection or testing, that might affect the reliable operation of any generator, are to be reported immediately to the Chief of Engineering at each site.

TEST EQUIPMENT: The Contractor shall provide the COR or Alt-COR with a copy of the current calibration certification of all test equipment which is to be used by the Contractor in the performance of this contract. Test equipment calibration shall be traceable to a national standard.

SCHEDULE FOR DELIVERABLES. If for any reason any deliverable cannot be delivered within the scheduled time frame, the Contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations.

REPORTING REQUIREMENTS. At the conclusion of each annual visit, the Contractor will provide a written service report indicating the date of inspection, test or service, the model, serial number, and location of the equipment serviced, the name of the service representative, the hours worked, the services performed, and an itemized listing of recommended remedial services parts replacement. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. The reports will be delivered to the COR or AltCOR for signature when work is complete; during non-standard hours, reports will be taken to Police Dispatch for signature.

IT SECURITY REQUIREMENTS. Specific training and certification requirements for Contractor personnel for the viewing, handling or storage of confidential information are not applicable to this contract. m. Contract Security


TRAVEL. Authorization of and all costs associated with travel required for the performance of this contract shall be the responsibility of the Contractor and is to be included in the fixed contract price.


The Contractor shall provide all labor, material and supplies required to perform the services specified in section (f) above. The Contractor is not responsible for damage resulting from: government neglect, misuse, electrical power failure, air conditioning or humidity failures, or causes other than ordinary use.

While Contractor personnel are at the Government facility, the Contractor is responsible for compliance with all laws (OSHA), regulations and rules governing conduct with respect to health and safety as they relate to:

Its employees and agents,

Other personnel who are Government employees or agents of the Government,

Beneficiaries and guests of the government, and

other personnel who property at the site regardless of ownership.

While on Government premises and in possession of Government property, the Contractor is considered to be a bailee for hire, and subject to all duties thereof.


Access to equipment: Subject to security regulations, the Government shall permit access to equipment which is to be tested and serviced.

Working space: The Government shall provide adequate working space, including heat, light, ventilation, electric current, electrical outlets, and telephones (for toll free and local calls only) for the use of maintenance personnel.

Access to space: The Government shall provide time for Contractor-sponsored modifications within a reasonable time after being notified that the modification is ready to be made. Time required to make the modification shall be during normal preventive maintenance hours unless a mutually agreed to time is determined.

OEM site requirement: The Government shall maintain site requirements in accordance with the equipment environmental specifications furnished by the (OEM) manufacturer.


Key personnel: The Contractor shall identify personnel who possess the skills and experience that are considered critical to the successful accomplishment of this contract. Key personnel identified in the contract cannot be added, deleted or substituted without a modification to the contract. Temporary approval to substitute a key person may be provided verbally or in writing by either the CO, COR or AltCOR.

In their solicitation response the Contractor shall identify, by name, the key technical personnel who will work under this contract.

If, at any time from date of award to the end of the contract, key Contractor personnel are no longer available, the government reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the SOW.

The Contractor must inform the CO and COR when key personnel are removed from the contract for any reason.

The Contractor shall submit a resume of qualifications to the COR or Alternative COR for all substitute key personnel proposed for the contract.

The proposed substitution will be reviewed and must be approved by the CO, COR or Alternative COR prior to the commencement of any work.

(2). Excluded personnel: Any Contractor employee may be subject to immediate exclusion from this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.


All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.


Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer, the designated representative for this contract is will be determined at award.


CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to document a supply or service found to be unacceptable during contract performance.

CLIN: Contract Line Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.

CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

COR: Contracting Officer s Representative. An individual, including a Contracting Officer s Representative (COR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements.


Non-Personal Services: This is a non-personal services contract. Personnel rendering services under this contract are not subject either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The Government shall not exercise any supervision or control over the contract service s performing services herein. Such contract service s shall be accountable solely to the Contractor who, in turn, is responsible to the Government.


The Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.


Business hours for the VAMC follow:

Administrative hours: Monday through Friday, 8:00 a.m. - 4:30 p.m.

National Holidays: The 10 holidays observed by the Federal Government are:

New Year s Day;

Martin Luther King s Birthday;

Presidents Day;

Memorial Day;

Independence Day;

Labor Day;

Columbus Day;

Veterans Day;


Christmas; and

any other day specifically declared by the President of the United States to be a national holiday.

Off-Duty hours: Friday through Monday, 4:30 p.m. - 8:00 a.m.; Monday through Thursday, 4:30 pm 8:00 am.


CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of services by any of the methods listed below:

Observing actual performance;

Inspecting the services to determine whether or not the performance meets the performance standards; and

Review of any other appropriate records.

When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines, formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor program manager. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor must present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.

Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer representative(s); The Government shall periodically evaluate the Contractor performance by appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).

If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.


The C&A requirements do not apply and a Security Accreditation Package is not required .
Please consult the list of document viewers if you cannot open a file.
Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
September 1, 2017
Description: VA255-17-Q-0962 VA255-17-Q-0962_1.docx
Solicitation 1
Posted Date:
September 1, 2017
Description: VA255-17-Q-0962 VA255-17-Q-0962_2.docx
Description: VA255-17-Q-0962 Attachment 1 - WD 15-5075 (Rev.-6).pdf
Amendment 1
Posted Date:
September 14, 2017
Description: VA255-17-Q-0962 A00001 VA255-17-Q-0962 A00001.docx
Amendment 2
Posted Date:
September 20, 2017
Description: VA255-17-Q-0962 A00002 VA255-17-Q-0962 A00002.docx
Contracting Office Address :
Department of Veterans Affairs;Network Contracting Office (NCO) 15;3450 S 4th Street Trafficway;Leavenworth KS 66048
Point of Contact(s) :
Christopher Lankford
Contract Specialist


Related Document

Aug 26, 2017[Sources Sought] J--Generator Load Banking - STL
Sep 2, 2017[Solicitation] J--Generator Load Banking - STL
Sep 15, 2017[Solicitation] J--Generator Load Banking - STL
Sep 26, 2017[Solicitation] J--Generator Load Banking - STL

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