The Cincinnati VA Medical Center is contemplating a contract to provide 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. The Government is seeking firms capable and authorized to provide the labor, parts, and supplies necessary to provide the above services. Interested parties shall send an email to the contract specialist providing the following information: Name of firm UEI # Contact information (Phone, email) Socio-economic category This is not a solicitation. The opportunity to respond is voluntary, and the Government assumes no financial responsibility for any costs incurred in responding. The following is a proposed statement of work for the anticipated requirement. PROPOSED STATEMENT OF WORK The contractor shall perform major preventative maintenance service, load bank testing, battery replacements, and major cooling service for six (6) emergency generator systems. Contractor shall perform fuel testing and maintenance for seven (7) underground fuel storage tanks. Contractor shall perform major preventative maintenance service for 6 emergency generators. Contractor shall perform 4-hour load bank testing for 6 emergency generators. Contractor shall perform fuel testing and maintenance for 7 underground fuel storage tanks. Contractor shall perform battery replacements for 6 emergency generators. Contractor shall perform major cooling service for 6 emergency generators. Task 1 - MAJOR PREVENTATIVE MAINTENANCE SERVICE FOR EMERGENCY GENERATOR SETS (CLINs-0001, 1001, 2001, 3001 and 4001): Contractor shall annually perform major preventative maintenance service on 6 generators. The contractor shall change the lube oil, primary and bypass lube filters, fuel filters, water separator filter, air filters, and water filters. All filters shall be OEM. Contractor is responsible to remove and dispose of all materials used. Maintenance shall also include the following: Battery & Battery Charger System Contractor shall clean and tighten all battery terminals and verify integrity of cables and connectors. Contractor shall load test battery; measure specific gravity and conductance of each battery cell; inspect electrolyte level and add fluid if necessary. Contractor shall verify proper operation and float voltage of external battery charger; and verify and record output of engine alternator. Battery racks shall be cleaned. Engine Contractor shall verify and record oil pressure and coolant temperature. Contractor shall test all safety shutdown circuits and alarms including over speed, over crank, low oil pressure, high water temperature and low coolant level. Contractor shall inspect air intake system including air filter condition, crankcase breather and turbocharger; inspect muffler system and drain condensation trap (if applicable) and verify presence of bird screen and rain cap operation. Contractor shall inspect engine starting system, verify cable integrity and connections; inspect exhaust flex coupling and piping for leaks and proper connection. Contractor shall check for abnormal vibration or noise. Fuel System Contractor shall inspect all fuel lines and hoses for visual leaks and general condition; inspect day tank and float assembly for proper operation and leaks; and inspect fuel pump for leaks. Contractor shall verify proper operation of governor, and governor linkage; and check level of fuel in primary supply tank. Contractor shall drain water and sediment from fuel filter and fuel supply tanks. Coolant System Contractor shall inspect all clamps, verify condition of all hoses and identify any visual leaks. Contractor shall verify proper operation of engine jacket water heater; and test coolant freeze point and verify coolant level; and test coolant additive package (DCA) for proper corrosion inhibitors. Contractor shall inspect belt condition and tension, correct as required; inspect radiator pressure cap, inspect radiator core for visual blockage, damage or obstructions; and inspect for proper operation of intake louvers, motorized or gravity. Contractor shall verify proper operation of remote radiator and belt condition. Controls Contractor shall verify and record output voltage and adjust voltage regulator, if necessary; calibrate control meters; and verify and record output frequency and adjust governor, if necessary. Contractor shall verify operation of all lamps on control panel; and inspect for any loose connections, terminals or discoloration. Engine Start/Stop/Emergency Shutdown controls shall be tested to verify correct operation. Generator Contractor shall inspect and lubricate generator end bell bearing. Inspect brushes, brush holders and commutator; inspect cooling screen and general condition of alternator. Contractor shall inspect for abnormal vibration. Contractor shall verify connections and insulation condition; and verify proper operation of shunt trip on mainline circuit breaker. Day Tank Operation Contractor shall verify proper operation of each day tank. The following items shall be tested to verify proper operation: Float switches, solenoid valves,, strainers, hoses and fittings, fill pumps and control devices. Task 2 - LOAD BANK TESTING FOR EMERGENCY GENERATOR SETS (CLINs-0002, 1002, 2002, 3002 and 4002): Contractor shall annually perform 4 hour Load Bank testing on all generators. Testing shall be performed solely utilizing supplemental loads under the following conditions: NOT LESS THAN 30 percent of the EPS nameplate kW rating for NOT LESS THAN 60 continuous minutes. NOT LESS THAN 50 percent of the EPS nameplate kW rating for NOT LESS THAN 120 continuous minutes. NOT LESS THAN 75 percent of the EPS nameplate kW rating for NOT LESS THAN 60 continous minutes. Total test duration shall exceed 4 continuous hours plus a documented cool down period. During testing the following measurements shall be recorded at intervals not exceeding 30-minutes and documented in every test report: Time of day Generator Run Hours KW Load percentage Frequency Phase to phase AC voltage (measured acrost all phases) DC Voltage AC Amps (all phases) Oil Pressure Engine Temperature Engine revolutions per minute Individual test reports shall be submitted for each generator and shall document the following: Date and time of testing Total duration of testing time Testing location Name, physical address, email, and phone number of company conducting testing Name of technician conducting the test Generator Common Name Generator Manufacturer Generator Model number Generator Serial number Generator Nameplate KW Generator Nameplate Voltage Generator Nameplate Current Generator Current at Unity Power Factor (3 Phase) Generator Hour Meter Start/Stop times Ambient Air Temperature Technician Comments Task 3 - UNDERGROUND FUEL STORAGE TANK TESTING AND MAINTENANCE (CLINs-0003, 1003, 2003, 3003 and 4003): Stored fuel shall be conditioned and polished annually for seven (7) underground fuel storage tanks (UST s). Fuel contaminants such as: water, sediment, gums, microbes, and oxidized fuel shall be removed to ensure fuel purity. Fuel quality analysis testing shall be performed annually on seven (7) underground fuel storage tanks. Testing shall be meet descriptions and methods listed in tables listed below. Biocides and or stabilizers shall be added to each fuel storage tank as required by fuel sample analysis test results. Task 4 - BATTERY REPLACEMENTS FOR EMERGENCY GENERATOR SETS (CLINs-0004 and 3004): Contractor shall replace all batteries in all six (6) generators during base year (2025) and option year 4 (2028). Task 5 - MAJOR COOLING SYSTEM SERVICE FOR EMERGENCY GENERATOR SETS (CLINs-0005): Contractor shall perform major cooling system service for all generators during base year (2025). Full service shall include: System drain, flush and fill with new extended life coolant. Replacement of all cooling system hoses, clamps, belts, and miscellaneous parts.
