J030--Sources Sought Emergency Generator Repairs Baltimore VAMC

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office 5 (NCO 5) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the Baltimore VA Medical Center. The North American Industry Classification Code (NAICS) is 811310 (Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance), and PSC code J030 (Maintenance, Repair, and Rebuilding of Equipment Mechanical Power Transmission Equipment), with a size standard of $12.5 Million. REQUESTED RESPONSES: All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information: 1. Business name (including Unique Entity ID (SAM.gov) 2. Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and 3. Person of contact (including telephone number & email address). 4. Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities. 5. Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include applicable NAICS) 6. Brief Summary of categories of services that your company can/cannot provide. 7. Certification(s) / Licenses for meeting the local requirements to provide these services at the Baltimore VAMC (if applicable). 8. Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response: a. Do you intend to self-perform this effort? b. If you are located outside the immediate area, how will you self-perform? c. Or do you intend to subcontract work under this contract? d. If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting? Please note that if incomplete responses are received. Lack of documentation proving your business can conduct the services being offered or all questions not being answered within this notice, your response will not be taken into consideration. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to [email protected] and [email protected]. Please respond to this source sought notice no later than 11-28-2025, 1:00 PM EST. DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice. DEPARTMENT OF VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION Baltimore VA Medical Center 10 N Greene St, Baltimore, MD Performance Work Statement Emergency Generators Scope The Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items necessary to perform corrective maintenance and repairs on six (6) diesel generators located at Baltimore VA Medical Center. The objective is to restore all units to full operational readiness in accordance with Original Equipment Manufacturer (OEM) standards and applicable codes. References The Contractor shall comply with the latest editions of the following: OEM technical manuals for each generator make and model. National Fire Protection Association (NFPA) 110, Standard for Emergency and Standby Power Systems. Environmental Protection Agency (EPA) regulations for handling and disposal of hazardous waste. Occupational Safety and Health Administration (OSHA) standards for workplace safety. Performance Requirements Outcome All identified coolant, oil, fuel, and exhaust leaks shall be eliminated. Generators shall operate without fluid leaks under load testing conditions. Exhaust systems shall be free of cracks and hazards. Fuel and coolant systems shall maintain proper pressure and performance. All replaced components shall meet OEM or government-approved equivalent specifications. Generator-Specific Requirements GEN 1: Exhaust flex line repaired/replaced, coolant leak repaired, leaking valve corrected, fuel pump restored. GEN 2: Head gasket coolant leak repaired, coolant system replenished/tested, fuel pump restored. GEN 3: Exhaust flex line repaired/replaced, coolant leak at turbo corrected, oil leak at filters corrected, fuel pump restored. GEN 4: Head gasket leak repaired, coolant ball valve replaced, oil and filters replaced, exhaust flex line repaired/replaced, coolant replenished/tested, fuel pump restored. GEN 5: Exhaust flex line repaired/replaced, coolant leak corrected, fuel pump leak repaired. GEN 6: Coolant leak above turbo corrected, oil leak at filters corrected. Performance Standards Performance Objective Performance Standard Acceptable Quality Level (AQL) Method of Surveillance Repair all identified generator issues All listed defects corrected in accordance with OEM specifications 100% compliance required COR inspection and acceptance Prevent recurrence of leaks No leaks observed during post-repair operational/load testing 100% compliance required COR observation and test reports Provide documentation of work performed Completed repair and test report for each generator submitted to COR 100% compliance required Document review by COR Government-Furnished Support The Government will provide the following: Access to generator areas. Utilities required for repair and testing (power, water). Staging areas for tools and equipment. COR and Electrical Supervisor to oversee performance and acceptance. Period of Performance The Contractor shall complete all work within 60 calendar days after Notice to Proceed (NTP). Security Requirements The Contractor shall comply with all facility access, identification, and security protocols. Deliverables Repair completion reports for each generator. Post-repair operational and load test results. Warranty documentation for parts and labor. Waste Management All waste will be properly handled and disposed of in an environmentally sound manner and will comply with local and federal guidelines. Keeping the facility premises free from debris is a key component to maintaining a safe work environment. Below are the types of waste and the management process for each: General Non-Hazardous Waste A construction project generates waste either from the parts that are removed or from the packaging of the new products being installed. The contractor shall ensure that all installation debris and product packaging is removed from the work area and placed in trash receptacles that the contractor provides. This waste will be transported and disposed of by the contractor s waste management company. Universal Waste Universal waste is a category designated by the US EPA; defined in 40 CFR 273 and Code of Maryland Regulations (COMAR) 26.13.10.06. It includes waste materials not designated as hazardous but containing materials that must be prevented from unconditional release into the environment. INTACT Lamps, PCB-containing lamp ballasts, and materials that contain mercury are considered universal waste as long as they remain intact (i.e., not broken). Any type of oil (such as fuel or lubrication oil) must also be disposed of as universal waste. When universal waste is generated, an offsite location for recycle/disposal will be evaluated and proposed for VAMHCS approval (and arranged for and paid for by the contractor). All universal waste manifests or certificates of recycling will be signed by a DOT-RCRA trained employee and a copy provided to the VAMHCS GEMS Manager for the specific VAMHCS facility. Final signed manifests must be received by the VAMHCS from the Universal Waste Recycling Facility within 45 days of waste shipment per EPA 40 CFR 263.20-.25 as well as Code of Maryland Regulations (COMAR) 26.13.03.06. Hazardous Waste (Includes Lead and Lead-Based Paint wastes, Cleaners/Solvents/ Adhesives) The contractor must dispose of all hazardous waste per EPA hazardous waste guidelines (40 CFR 260-299) and COMAR 26 Subtitles 13-18. All required paperwork such as hazardous waste profiles, hazardous waste manifests and land disposal restriction (LDR) forms that accompany the hazardous waste manifests will be filled out by a MD licensed, hazardous waste subcontractor. The contractor will schedule and coordinate hazardous waste removal with VAMHCS Safety personnel. Hazardous waste manifests will be signed by ONLY a VAMHCS employee with DOT RCRA training certification (please contact VAMHCS GEMS Manager) and a copy provided to the VAMHCS GEMS Manager for the specific VAMHCS facility. Final signed manifests must be received by the VAMHCS from the hazardous waste Treatment, Storage, and Disposal Facility within 45 days of waste shipment per EPA 40 CFR 263.20-.25 as well as Code of Maryland Regulations (COMAR) 26.13.03.06. Hazardous waste will be managed as follows: Comply with EPA and MDE requirements for proper handling (such as bagging, sealing and recycling) Mercury-Containing Devices (may include but are not limited to thermometers, manometers, pressure stats, gauges, float or level controls, load meters, supply relays, phase splitters, and sink traps) per 40 CFR 273 and COMAR 26.13.02.08, 26.13.10.06, 26.13.10.09 and 26.13.10.20, 26.13.10.21 and 26.13.10.26 or latest requirements. All hazardous waste expected as a result of renovation, demolition or construction activities (including but not limited to leftover cleaners/solvents/adhesives, lead or mercury-containing wastes, broken fluorescent bulbs, electrical devices that contain PCBs) must be properly managed and disposed in accordance with EPA and MDE requirements per EPA 40 CFR 260-299 as well as COMAR 26.13.02.01, 26.13.02.08, 26.13.10.20, 26.13.10.21 and 26.13.10.26 or latest requirements. Records of hazardous waste disposal (such as manifests, hazardous waste profiles, LDRs) must be provided by approved waste transporter and signed by an approved VAMHCS Manifest signer from the VAMHCS Safety Department. All records provided to the project COR and VAMHCS GEMS Coordinator at [email protected] All hazardous chemicals that need to remain at the job site must be stored and handled in accordance with EPA; MDE; OSHA and NFPA requirements. The contractor is responsible for the proper management and removal of these wastes when the contract ends. Quality Assurance Surveillance Plan (QASP) The Government will evaluate the Contractor s performance under this PWS using inspections, surveillance, and review of deliverables. Any deficiencies shall be corrected by the Contractor at no additional cost to the Government. Warranty The Contractor shall provide a minimum 12-month warranty covering all parts and workmanship from the date of Government acceptance. Invoicing and Payment Each invoice shall contain the documentation required by OB10. The invoices shall be itemized to contain the equipment s identifier. When parts are furnished by the Government, they shall be itemized on Contractor's invoice at no-cost and indicated as Government furnished parts. Contractor will forward invoices to the following address, in arrears electronically to: Vendor Electronic Invoice Submission Methods: Invoices will be electronically submitted to the Tungsten website at http://www.tungstennetwork.com/uk/en/ Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. To successfully submit an invoice to VA-FSC please review How to Create an Invoice within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact: Department of Veterans Affairs Financial Service Center: Tungsten Support Phone: 1-877-489-6135 Website: http://www.tungsten-network.com/uk/en/ Email: [email protected]