BLACK HILLS HCS GENERATOR TESTING, REPAIR, AND MAINTENANCE SERVICES - UNRESTRICTED

Solicitation

This solicitation is for Generator Testing, Maintenance, and Repair Services for the Department of Veterans Affairs Black Hills Health Care System (BHHCS). The services are required to ensure the reliable operation of emergency generators at the Fort Meade VAMC, Hot Springs VAMC, and the Rapid City VA clinic.

• Semi-annual preventive maintenance inspections and services for emergency generators.

• Annual load bank testing for all emergency generators.

• Diagnosis and repair of generator issues.

• Provision of all necessary supplies, fluids, filters, parts, tools, and labor by the contractor.

• Emergency services with a four (4) hour response time.

• Compliance with NFPA 110 (99) for load bank testing.

• Submission of inspection reports within 30 days of service.

• Required training for on-site contractors (TMS 20939, Security and NARA Privacy-HIPAA).

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base period (08-01-2026 to 07-31-2027) plus four (4) option years.

• Estimated Value: $34 Million.

• Offers must be submitted electronically via email to JOSEPH.BLOOMER@VA.GOV.

• Submission deadline: June 16, 2026, 17:00 CDT.

• Evaluation Approach: Lowest Price Technically Acceptable (LPTA).

• Technical evaluation will focus on the capability narrative and resumes of technicians.

• Key deadlines: Technical questions due by June 9th, 2026.

• This acquisition is UNRESTRICTED.

• The solicitation includes detailed lists of specific generator equipment at each facility.

• Attachments A and B provide detailed inspection checklists.

• Offerors are encouraged to attend an on-site visit.

Form / Attachment / Pricing Sheet

This document is Attachment B, a Preventive and Maintenance Inspection Report for Emergency Generator Sets. It serves as a checklist for performing routine inspections on generators located at Fort Meade and Hot Springs VA Medical Centers.

• Inspection Checklist: Contains 31 specific items to check for the engine, generator, and associated systems (e.g., mechanical fasteners, fuel/oil leaks, battery terminals, exhaust system, transfer switch, day tank operation).
• Inspection Data Codes: Provides a key (X=Checked Okay, A=Additional Work Required, R=Required Adjustment or Repair, C=Critical Repair Required, N/A=Not Applicable) for recording the status of each inspection item.
• Equipment Details: Fields for recording Equipment Location, Date of Inspection, Engine, Generator, EE ID #, and Hour Meter Reading.
• Reporting: Sections for recording names of sources, comments, and the report completion details (Report Completed by, Company).
• Submission Instructions: Requires the report, with recommendations and actions taken, to be submitted to the Facility POC within 30 days of inspection completion.

This attachment outlines the specific maintenance and inspection tasks required for the emergency generator sets. Bidders may need to understand these requirements to accurately estimate costs, propose maintenance plans, or demonstrate capability related to generator maintenance and reporting as part of the overall opportunity.

Form / Attachment / Pricing Sheet

This document is Attachment A, a checklist for the Preventive and Maintenance Inspection Report for Emergency Generator Sets at Fort Meade and Hot Springs VA Medical Centers. It outlines the specific checks and tasks to be performed during routine inspections.

• Inspection Data Codes: Defines codes (X=Checked Okay, A=Additional Work Required, R=Required Adjustment or Repair, C=Critical Repair Required, N/A=Not Applicable) to be used for each item.
• Inspection Checklist: A detailed list of 39 items covering mechanical, electrical, and operational aspects of the generator sets, including:
  • Engine and generator mount inspection
  • Fluid levels and condition checks (coolant, fuel, oil)
  • Belt and hose condition
  • Battery terminal and charger checks
  • Exhaust system and safety shutdown checks
  • Generator and transfer switch condition
  • Megger readings for windings
  • Filter changes (oil, fuel, air)
  • Oil and coolant sample analysis
  • Load bank testing
• Reporting Requirements: Requires completion of the report, submission of recommendations and actions taken to the Facility POC within 30 days of inspection completion.
• Exclusions: Oil changes are to be addressed outside the scope of this contract, based on hour meter readings, and require prior approval.

This attachment details the specific maintenance and inspection requirements for the emergency generator sets. Bidders should review this checklist to understand the scope of work related to generator maintenance, the expected level of detail in reporting, and any specific testing or sampling procedures required. This information is crucial for accurately estimating costs and developing a compliant technical approach for any related maintenance contract.

Other / Unclassified

This document, "NARA Records Management Language for Contracts," dated July 10, 2019, outlines the records management obligations for contractors working with the Government, specifically referencing the VA Black Hills Health Care System. It details definitions of "Federal record," contractor requirements for compliance with laws and regulations (including NARA policies, the Federal Records Act, Privacy Act, and FOIA), and procedures for handling, preserving, and disposing of records.

This document is crucial for potential bidders as it establishes the mandatory requirements for managing and protecting federal records created or handled during contract performance. Key points for bidders include:

• Applicability: Applies to all contractors creating, working with, or handling Federal records.
• Compliance: Contractors must adhere to all applicable records management laws, NARA policies, and specific agency regulations.
• Record Ownership: The Government (VA Black Hills Health Care System) owns all data and records produced under the contract.
• Data Security & Privacy: Strict adherence to confidentiality, security, and privacy laws (including HIPAA and Privacy Act) is required.
• Training: Contractor employees may be required to complete specific records management training provided by the VA.
• Subcontractor Flow-down: Records management requirements must be flowed down to subcontractors.
• Prohibited Actions: Unauthorized destruction, removal, or dissemination of Federal records is strictly prohibited.

Understanding these obligations is essential for bidders to assess their capability to comply and to accurately price and plan for contract execution.

Form / Attachment / Pricing Sheet

This document, "TMS 20939 - VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information Training," serves as a mandatory privacy training for personnel who do not handle VA sensitive information or protected health information (PHI) directly. It outlines the responsibilities for protecting VA sensitive information and defines key terms.

• Defines "VA Sensitive Information" and "Protected Health Information (PHI)."
• Explains "Incidental Disclosure" and provides examples.
• Details "Safeguards You Must Follow To Secure VA Sensitive Information."
• Lists six key Privacy Laws and Statutes Governing VA.
• Outlines "Privacy Rules Concerning Use and Disclosure."
• Explains how privacy is enforced and potential penalties for violations.
• Includes a section for employee and contractor information to be completed and submitted.

This document is relevant to bidders as it specifies a mandatory training requirement for personnel who may interact with VA sensitive information, even indirectly. It highlights the importance of understanding and adhering to VA's privacy regulations and the consequences of violations. The final section requires completion by the employee, contractor agency, and supervisor, indicating it's a form to be filled out and submitted, likely for compliance tracking within the Talent Management System (TMS).