J061--Preventive Maintenance for Emergency Generators for the Togus VA Medical Center

Description This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) part 12, Acquisition of 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 2026-01, dated 3/13/2026. This solicitation is SDVOSB set-aside. 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 J061. The Togus VA Medical center located at 1 VA Center in Augusta, ME 04330 is seeking to purchase a Preventive Maintenance Contract for Emergency Generators, to include Inspection, Preventive Maintenance, and Repair Services, with four (4) one year option periods. Wage Determination 2015-4009, Rev 33 is applicable. Statement of Work 1.0 INTRODUCTION The work includes but is not limited to: Provide all equipment, fluids, tools, labor, and to perform regular and periodic examination as stated below, semi-annual and annual preventative, 6 hour emergency call back diagnosis and repairs (subject to additional costs) of the emergency generator systems at the VA Medical Center in Augusta, ME located at 1 VA Center. For the purposes of this contract, 6 hour emergency call back is defined as repair service required to bring a generator back to an operational status after failure of any generator component rendering it inoperable for purposes of supplying backup power as designed. The proposed term of the service is one year from the date of the award. There will be four additional renewal option years to be awarded annually aligned with FAR 52.217-9. 2.0 DEFINITIONS/ACRONYMS Engineer (ing) - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative. WHEN Hours- Weekends, Holidays, Evenings, and Nights. Anytime outside of Normal Business Hours (Monday-Friday 7:00am-4:30pm) ESR - Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Authorization Signature - COR signature; indicates work status is accepted as stated in ESR. VAMC - Department of Veterans Affairs Medical Center. PM- Preventive Maintenance 3.0 EQUIPMENT TABLE See Attachment 1 VA Maine Generators Please note, not all Generators are located on the Togus Campus. We have 1 mobile unit at 35 State Hospital Dr. in Bangor, ME and another mobile unit at 15 Challenger Dr, Lewiston, ME. Please note all generators are due for battery replacement in 2029. Mobile Generators are subject to change location 4.0 SCOPE This project includes the following tasks: 4.1 Task 1 Scheduled preventative maintenance: Provide regularly scheduled annual and semi-annual preventative maintenance services for all the emergency generator systems at the Medical Center noted in the equipment table. Service includes the following at the minimum or Manufacture requirements whichever is greater. 1. SEMI-ANNUAL CHECK (ENGINE NOT RUNNING) a. Conduct visual check around the generator. b. Check the battery s liquids specific gravity, do battery load test, top up\fill if necessary. c. Clean battery terminals and lugs. d. Check all V and fan belts to make sure there are no hair line cracks on the belts, replace if cracked or worn. e. Check and adjust tension on all V and fan belts. f. Check coolant level and top off\fill if necessary. g. Check specific gravity of coolant. Replenish as necessary to maintain manufacturers recommended level and specific gravity of coolant additive. h. Check operation and components of water jacket heating system. i. Test fuel day tanks for water. Record water levels in tanks. j. Drain condensate from exhaust condensate trap. k. Clean air filter element. Inspect all fuel, oil, and water piping for secure mounting. l. Inspect exhaust piping and muffler insulation. m. Inspect crankcase breather tube. n. Check all control panel indication LED s. 2. SEMI-ANNUAL CHECK (ENGINE RUNNING) a. 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. b. With the engine running and the generator circuit breaker open: i. Jumper water temperature switch ii. Jumper oil pressure switch iii. Jumper coolant low-level switch c. Press emergency stop push button. i. Each time the switch is jumped 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. d. Read and record verify all engine and alternator indicators. e. Check exhaust for excessive black or white smoke. (See manufacture s manual) f. Check turbocharger for vibrations, check for any abnormal noise during operation. g. Check generator bearing for noise and overheating. h. Check exhaust manifold, muffler, and piping for leaks and secure mountings. i. Check fuel day tank for overheating. j. Check exhaust backpressure at the Diesel particle filter (Dpf.), if above 24 Inches H20 / 6 kPa, Dpf filters to be removed and cleaned. Or in accordance with the manufacturer s recommendations. 3. SEMI-ANNUAL CHECK (ENGINE STOPPED AFTER RUNNING) a. Inspect engine water, fuel, and oil systems for leaks while engine is hot. b. Fill out maintenance checklist and report deficiencies. c. Confirm that circuit breaker is…