J030--Generator and Fuel Maintenance

The Cincinnati Veterans Administration Medical Center (VAMC), Cincinnati, OH, has a requirement to obtain on-site maintenance, inspection, testing, major service, and load bank testing for six (6) emergency power generators and fuel quality testing and maintenance for seven (7) underground fuel storage tanks and six (6) day tanks located at the Cincinnati Veterans Affairs Medical Center (VA) and the Fort Thomas Domiciliary (located in Fort Thomas KY) by means of a firm fixed price/indefinite quantity Contract with a base year and four (4) one-year option periods to be exercised at the discretion of the Government. The intention of this Sources Sought is to obtain information only. Please do not send a proposal. Requested information: To aid acquisition planning, we re seeking capable and interested firms for the information requested. If your firm meets the criteria and would like to take in the selection process please send the point of contract (ronald.heidemann@va.gov) the following, via email: Firm s Name and Socio-Economic Status. GENERAL REQUIREMENTS Contractor shall provide all management, supervision, personnel, labor, parts, supplies, materials, tools, equipment, incidental engineering services, overtime pay, weekend and holiday premium pay, travel expenses, and transportation necessary to perform all maintenance, inspection, testing, and other services required to maintain emergency generators and associated fuel storage systems in a safe and working condition as originally specified by the equipment manufacturer. Maintenance and services shall be provided for each emergency generator in accordance with manufacturer s recommendations. Services shall be executed to interfere as little as possible with normal functioning of the Medical Center as a whole. Testing and maintenance shall be performed in mid-August of each contract year. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an ongoing quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, GOVERNMENT PM or individual(s) designated by the GOVERNMENT PM and/or CO in writing. The contractor s quality control program shall include the following: Defined roles and responsibilities for quality control personnel. Regularly scheduled audits and inspections. Procedures for the identification and correction of deficiencies. Continuous feedback and improvement mechanisms. Detailed documentation and record-keeping processes. Timely reporting of quality control activities and findings to the Contracting Officer. Training programs for staff on quality control standards and practices. Quality Assurance: The government shall evaluate the contractor s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s): The performance standards will be applied based on the specific criteria outlined in the contract, focusing on key performance indicators (KPIs) relevant to the services provided. The frequency of surveillance will be determined by the criticality of the service areas and may include daily, weekly, monthly, or quarterly evaluations, depending on the nature of the work and associated risks. The minimum acceptable defect rate(s) will be established in consultation with relevant stakeholders and will be specific to each service area, ensuring that the contractor maintains a high level of performance and consistent quality. The Quality Assurance Surveillance Plan will also include detailed procedures for the documentation and reporting of surveillance activities, ensuring transparency and accountability. Any discrepancies or deficiencies identified during the surveillance will be promptly communicated to the contractor for immediate corrective action. The Government will maintain comprehensive records of all surveillance activities, findings, and any corrective actions taken, and will use this information to continuously assess and improve the effectiveness of the quality assurance process. Federally Recognized Holidays: The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday. Hours of Operation: The business hours of operation for Cincinnati VA Medical Center (VAMC) in Ohio and Fort Thomas Domiciliary in Kentucky is Monday through Friday from 7:00 AM to 3:30 PM EST, except on Federally recognized holidays. Place of Performance: The contractor shall furnish services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the GOVERNMENT PM and/or CO in accordance with the procedures specified within this PWS for the following locations: Cincinnati VA Medical Center 3200 Vine Street Cincinnati, Ohio 45220-2213 Cincinnati VA Medical Center - Ft. Thomas 1000 South Ft. Thomas Ave. Ft. Thomas Ky. 41075-2305 Type of Contract: The government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised at the discretion of the government. The authority that will be utilized to award this effort is FAR Part 12 (Acquisition of Commercial Products and Commercial Services). Security Requirements and Background Checks: All contractor and subcontractor employees must comply with Federal, State, Local, and Department of Veterans Affairs security requirements and background checks to perform services in support of VA medical facilities in the states of Ohio and Kentucky. Services must be performed in accordance with contract terms at the contractor s facility unless otherwise required (e.g., meetings, site visits), which must be coordinated with the Government Program Manager. Personnel requiring access to any VAMC property must consent to background checks or will be denied facility access. Required information for background checks includes: full name, driver s license number and/or social security number, date of birth, and a completed background check questionnaire. AMC/VAACC Identification Badges: The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies in coordination with the government program manager if required. Employment Eligibility and Credentialing Requirements: Contractors shall ensure their employees and those of their Subcontractors possess proper credentials allowing them to work in the United States. No compensation will be provided for delays or expenses related to compliance with this requirement. Contractors are not excused from proceeding with the Contract due to credentialing issues. POST AWARD CONFERENCE/PERIODIC PROGRESS MEETINGS: The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, government…