Generator Maintenance Services

Sources Sought Notice (SSN)

This notice is issued by the Department of the Air Force, 48th Fighter Wing (USAFE) for market research purposes to determine potential sources capable of performing backup generator maintenance and routine repair services at Royal Air Force (RAF) Lakenheath and RAF Feltwell, United Kingdom. This notice does not constitute a Request for Proposal (RFP) or any other form of solicitation, and no contract will be awarded based on this notice.

• Preventative maintenance for backup generators in accordance with Unified Facilities Criteria (UFC) Operation and Maintenance (O&M): Generators.

• Normal wear and tear repairs to ensure continuous generator operational readiness.

• Repairs, in excess of minor repair parts and outside routine maintenance, to bring generators to operational status.

• The contractor shall perform to the standards in the resulting contract, applicable United Kingdom laws and regulations, international agreements, and Status of Forces Agreements (SOFA).

• The service is expected to cover approximately 30 to 40 generators.

• Interested parties are requested to provide a capability statement in response to this requirement.

• A Sources Sought Notice Questionnaire (SSNQ) is attached and must be completed.

• Completed SSNQ must be emailed to both Points of Contact by 1300 BST on 07 July 2026.

• Only electronic responses will be accepted.

• No reimbursement will be made for costs associated with providing information.

• No evaluation letters or results will be issued.

Not specified in this notice.

• The attached Performance Work Statement (PWS) Excerpt is a partial document; the full PWS will be issued with a formal solicitation.
• The list of generators provided is also partial.
• The NAICS code is 811310 (Commercial and Industrial Machinery and Equipment Repair and Maintenance).
• Key attachments include: PWS Excerpt, UFC 3-540-07, Partial Generator List, and SSNQ.

Statement of Work (SOW) / Performance Work Statement (PWS)

To ensure continuous generator operational readiness through preventative maintenance, Normal Wear and Tear (NWT) remediation, and supplemental work.

• Preventative Maintenance: Inspect and test Real Property Installed Equipment (RPIE) generator systems and transfer switches according to UFC 3-540-07, manufacturer's manual, and this PWS.
• NWT Remediation: Perform routine repairs and component replacements due to Normal Wear and Tear. This includes:
  • Consumables (filters, fluids, lubricants, seals, belts, hoses, ignition components): Fix or replace within 48 hours of inspection/maintenance.
  • Non-consumable parts fall under Supplemental Work.
  • Repair nominal issues found during inspection/testing in a timely manner that does not affect mission operations.
  • Immediately report to the Contracting Officer's Representative (COR) any repair or issue that could prevent a generator from working during a power loss.
  • Notify the COR in writing within 2 business days of any proposed modifications, substantial repairs, or corrective actions, including issue description, location, and potential safety impact.
• Supplemental Work: Covers repairs exceeding minor parts and outside routine maintenance. Requires immediate notification to the Contracting Officer (CO) and submission of a quotation for approval.
  • Quotations must include itemized breakdowns of material and labor costs, lead times, and sufficient detail to tie back to the contract scope.
  • Material pricing must be substantiated with manufacturer part numbers, specifications, or catalog pricing and is valid for 90 days.
  • Supplemental Work requires written approval from the COR (for quotes at or under $10,000) or the CO (for quotes over $10,000).

Not explicitly detailed in this excerpt, but coordination for maintenance is on a monthly/as-needed basis.

• Coordination: Schedule maintenance with CORs monthly or as needed. Submit the following month's schedule 10 business days prior to the end of each month.
• Schedule Changes: Requests must be submitted via email at least 48 hours prior to the scheduled date. COR can reject requests made with less than 48 hours' notice. Government is liable for additional charges if they notify the contractor of a schedule change less than 48 hours before the scheduled date.
• Officials: Only CO and COR can request or reschedule maintenance dates. Government is liable for additional charges if maintenance cannot be completed due to interference from other Government officials.
• Testing: Attempt to reschedule generator tests within the calendar month.

Form / Attachment / Pricing Sheet

This document is the "Unified Facilities Criteria (UFC) Operation and Maintenance (O&M): Generators" (UFC 3-540-07), dated 21 February 2018, with Change 1 dated 5 November 2019. It provides comprehensive guidance and minimum standards for the operation and maintenance of standby, emergency, and prime power generators. It is intended for use by operations and maintenance personnel and includes safety requirements, standard operating instructions, maintenance instructions, and test procedures.

• Scope and Applicability: Details the minimum requirements for military installations regarding generator systems, emphasizing efficiency, economy, durability, maintainability, and reliability. It also outlines compliance with various federal regulations (e.g., OSHA, EPA).
• Safety: Covers minimizing hazards, qualifications for generator and electrical workers, and personnel safety requirements, including the use of Personal Protective Equipment (PPE) and lockout/tagout (LOTO) procedures.
• Generator Configuration: Describes components of reciprocating and combustion turbine engines, fuel systems, cooling systems, intake and exhaust systems, DC power and charging systems, AC power distribution, automatic and manual transfer switches, and grounding systems.
• O&M Program Development: Outlines management, training, tools and equipment, hazardous material procedures, and system data documentation requirements.
• Operations: Details operating procedures, air quality permitting, and compliance monitoring and inspections.
• Reliability Maintenance-Centered Practices: Provides guidance on preventive maintenance (time-based and condition-based) and load testing.
• Inspection and Maintenance Schedules: Offers typical schedules for preventive and predictive maintenance.
• Prime Power Considerations: Includes specific requirements for prime power generation.
• Air Force Requirements: Supplements existing Air Force instructions and provides specific guidance for RPIE and EAID generator systems, including maintenance frequencies, testing requirements, and reporting.
• Appendices: Includes sample O&M procedures, troubleshooting guides, and glossaries.

This document serves as a critical technical standard for any entity involved in the operation, maintenance, or servicing of generator systems within the Department of Defense. Bidders proposing services related to generator maintenance, repair, or operation would need to demonstrate compliance with these criteria. Understanding these requirements is essential for developing accurate proposals and ensuring successful contract performance, particularly for opportunities involving military installations or facilities requiring generator support.

Form / Attachment / Pricing Sheet

This document provides a detailed list of generators, including their specifications and maintenance schedules, relevant to the opportunity. It serves as an attachment to inform bidders about existing equipment.

• Generator Classification: Primarily "RPIE Emergency" and "POL RPIE".
• Specifications: Includes KW rating, Voltage, Phase, Manufacturer, Model, Serial Number, Year of Manufacture, and Run Time Hours.
• Maintenance Frequency: Details vary from "Semi-Monthly, Monthly, Semi-Annually" to "Monthly, Quarterly, Annually".
• Fuel Type: Primarily "DIESEL".
• Auto Transfer Switch (ATS) Details: Make, Model, and Type (e.g., "4 ATS", "4 MTS").

This attachment provides critical information about the current generator assets. Bidders should review these specifications to understand the existing infrastructure, potential integration requirements, and to inform their proposed solutions and pricing for any generator-related services or equipment replacement.

Form / Attachment / Pricing Sheet

This document is a questionnaire for a Sources Sought Notice regarding Generator Maintenance Services. It is designed to gather information from potential vendors to assess market capabilities and interest in the requirement.

• Company Information: Requires official company name, address, Point of Contact (POC) details (name, title, email, phone).
• Company Capabilities: Asks about willingness and ability to provide services, any preventing factors, SAM registration (UEI/CAGE code), infrastructure/capacity to meet ATCH 1 – PWS Excerpt, relevant accreditations/insurances/certifications/licenses, and extent of current similar service provision (number of generators serviced, frequency, customer types).
• Standard Commercial Practices: Inquires about necessary accreditations, insurance, certifications, and licenses for generator maintenance in the United Kingdom, identification of consumables and non-consumables, and average time to replace consumables.

This questionnaire is crucial for potential bidders to understand the information the government is seeking to gauge market interest and capability. Responding to this notice will help vendors express their interest and demonstrate their qualifications for future solicitations related to generator maintenance services. It also provides insight into the specific details the government is considering for this requirement, including geographic scope (UK) and operational aspects.