J035-- Emergency Generators_ATS Service Contract

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for 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 FAC 2025-06; October 1, 2025. This solicitation is set-aside for SBA 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 J035. The Manchester VA Medical Center 718 Smyth Road, Manchester NH 03104 is seeking to purchase Emergency Generators and ATS Maintenance Service Contract. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Emergency Generator/ATS Maintenance Service 12 Mo 1001 Emergency Generator/ATS Maintenance Service 12 Mo 2001 Emergency Generator/ATS Maintenance Service 12 Mo 3001 Emergency Generator/ATS Maintenance Service 12 Mo 4001 Emergency Generator/ATS Maintenance Service 12 Mo DEPARTMENT OF VETERANS AFFAIRS STATEMENT OF WORK Maintenance Service Contract Emergency Generators and ATS s INTRODUCTION The VA Medical Center in Manchester is seeking a qualified contractor to perform comprehensive preventative maintenance and repair services for Emergency Generators and Automatic Transfer Switches (ATS) at our campus. Service performance will be for the VAMC- Manchester at 718 Smyth Road, Manchester, NH 03104. Service contract to be base plus 4 option years. BACKGROUND VA Manchester s Emergency Generators and Automatic Transfer Switches (ATS) have required preventative maintenance (PM) and testing on a periodic basis through the year. The Facility Service, Maintenance Department, requires assistance in keeping up with required PMs and testing on the equipment to ensure proper operations and prevent failure points on the equipment. Our current Maintenance staff is shorthanded to ensure proper PMs are being completed as well as responding to maintenance calls, performing regular duties, and handling the increase work order requests. A service contract is needed to ensure the proper and timely of the required PMs on the Emergency Generators and Automatic Transfer Switches (ATS). Contractor shall provide all required maintenance, testing and inspections to these equipment and systems. In addition to required semi annual and Annual preventive maintenance, testing & inspection, the Contractor shall provide emergency on-call repair services (parts and labor), and standby services. SCOPE Item 1 Preventative Maintenance (PM) The contractor shall provide all personnel, equipment, tools vehicles, materials, supervision, and other items and services necessary to perform preventative maintenance, testing and repair tasks functions for the equipment described in the SOW. Contractor shall provide maintenance for Emergency Generators and Automatic Transfer Switches (ATS). This equipment provides emergency and back-up power to the Medical Center. Contractor must be qualified and authorized to work on all equipment listed in attachment A and must have access to all necessary proprietary software. The contractor shall maintain the equipment in accordance with the applicable Installation and Operation Manuals. The contractor shall adhere to all individual manufacturer s requirements and instructions for the particulars of scheduled maintenance of the systems/equipment. All contractor personnel and subcontractors that perform scheduled maintenance shall be qualified by the systems/equipment manufacturer where necessary to preserve any warranties on the systems/equipment. The contractor shall provide a written monthly schedule to the Contracting Officer Representatives (COR) for the facility, listing the specific equipment to be serviced during the upcoming period and outlining the individual PM tasks to be completed, including any after-hours service. The contractor shall obtain, provide and install all parts, materials, and supplies necessary to perform PM, and shall be responsible for the cost of same within their base bid amount. Contractor shall use parts supplied by the original equipment manufacturer (OEM) or authorized equal (as stipulated by the manufacturer) when replacing all parts, components, and/or devices for the covered systems. Should the contractor encounter a part in need of replacement, and the direct replacement is no longer available due to obsolescence, the contractor shall replace that part with a new equivalent part. The contractor shall notify the VA when such replacements/modernization occurs. The contractor shall provide labor, material, and equipment necessary to perform routine preventative maintenance and inspections services at the intervals specified. The vendor shall perform all manufacturer recommended routine maintenance on the equipment listed in Attachment A. The vendor shall perform all manufacturer recommended routine maintenance, whether or not included in the list below ENGINE GENERATORS 1. SEMI-ANNUAL CHECK (ENGINE NOT RUNNING) Conduct visual check around the generator. Check the engine, radiator, and generator for debris, foreign objects, loose or broken fittings, guards, and components. Repair as necessary. Check the battery s liquids specific gravity, do battery load test, top up\fill if necessary. Maintain electrolyte level, clean batteries if necessary, check for tight connections. Clean battery terminals and lugs. Battery charger- Check for proper operation. Check all V and fan belts to make sure there are no hair line cracks on the belts, replace if cracked or worn. Inspect for worn, broken, or loose belts (alternator, fan, drive, etc.). Check and adjust tension on all V and fan belts. Check coolant level and top up\fill if necessary. Check specific gravity of coolant. Replenish as necessary to maintain manufacturers recommended level and specific gravity of coolant additive. Block heater- Check for proper operation. Maintain 32°C (90°F) coolant temperature in the block at all times. Check operation and components of water jacket heating system. Engine Crankcase- Check the oil Maintain the oil level between the add and full marks on the engine stopped side of the dipstick. Governor- Check and maintain the oil level (if required). Fuel System- Check for leaks and drain water separator (if equipped). Keep fuel tank full. Check fuel filter indicator (if equipped). Gauges- check the condition of all gauges. Repair or replace any broken gauge. Generator and Control Panel- Visual Inspection- check for loose, broken, or damaged wiring or components. 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. 2. 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 jumpered 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. Start unit and run with load bank connected for 1 hour at minimum 30% load. 70% preferred. Any generator operating under 30% load must be supplied with a load bank by the Contractor. Frequency (rpm) and generated voltage- check and record readings. NOTE: The operating voltage of a cold (just started) generator will be slightly higher than the operating voltage of a generator that has been under load and warm. The full load voltage of a generator will decrease a maximum of 1% when the generator stabilizes at 100°C (212°F). Most of the voltage decrease occurs in about 30 minutes. Generally, temperatures of generators stabilize within two hours. Read and record verify all engine and alternator indicators. Check for proper operating oil pressure. Check for proper operating…