Site Electrical Medium Voltage Preventative Maintenance

THIS SOURCES SOUGHT IS NOT A NOTICE OF SOLICITATION ISSUANCE.  This is a special notice that includes a REQUEST FOR INFORMATION (RFI) issued solely for information and planning purposes; it does not constitute a Request for Quote (RFQ) or Proposal (RFP) or promise to issue a solicitation in the future. This notice does not commit the Government contractually for any services or supplies whatsoever. Responders are advised that the United States Government will not pay for any information or administrative costs incurred in the response to this RFI. Not responding to this RFI does not preclude participation in a future solicitation, if one is issued. If a solicitation is released, it will be posted to Federal Business Opportunities (FBO) website, and it is the responsibility of the potential offerors to monitor the Government website for a potential solicitation and additional information pertaining to this requirement.The proposed project consists of the following:  The contractor will

provide electrical medium voltage preventative maintenance service for the electrical equipment upon Boulder, Colorado campus as required by the PWS. The contractor shall provide preventative maintenance in accordance with PWS.Interest and Capability (to include cut sheets, drawings, previous installation examples, etc.) shall be limited to 20 pages (Times New Roman, 12 point-font, 8-1/2 x 11.  Cut sheets and drawings are acceptable as 11 x 17) and submitted via e-mail to the contract specialist listed in this notice.All correspondence sent via e-mail shall contain a subject line that reads "Elevator Maintenance Service Sources Sought".  If this subject line is not included, the e-mail may not get through e-mail filters. Filters are designed to delete emails without a subject or with a suspicious subject or attachment. Attachments with files ending in .zip or .exe are not allowable and will be deleted. Ensure only .pdf, .doc, .docx, .xsls, or .xls documents are attached to your e-mail.  All other attachments may be deleted.All responses must reach the point of contact no later than 4:00 PM Mountain on 6 December 2022 and must include the following information: company name; address; phone number, fax number, e-mail address, and business size status for the applicable NAICS.  Responses shall not include classified data. Proprietary information, if any, shall be kept to a minimum and MUST BE CLEARLY MARKED. To aid the Government, SEGREGATE proprietary information. Please be advised that all submissions become Government property and will not be returned.Questions regarding this notice shall be submitted via e-mail to the point of contact listed in this notice.  Questions shall be sent to the point of contact via e-mail ONLY.  Verbal or FAX questions are not acceptable, and will not be answeredResponses to all questions will be posted as an amendment to this notice on FBOStatement of WorkSITE ELECTRICAL medium voltage preventative maintenanceSEPTEMBER 2022Background / OverviewThe National Institute of Standards and Technology (NIST) has a requirement to perform the necessary activities to provide a preventative maintenance and repair / replacement program for medium voltage electrical equipment and partial discharge testing of medium voltage conductors per the written requirements in this section and the attached documents.The Government will be the interface with the building occupants and perform a “first response” role for calls from Government personnel not dealing directly with this project during normal business hours Monday thru Friday. The Contracting Officer’s Representative (COR) will coordinate with the contractor on all activities required throughout the duration of this contract. The contractor will only work with the COR and the Contracting Officer (CO) on all matters pertaining to the contract and the desired result. The contractor will supply and maintain onsite (while work is being performed) a single point of contact which has full authority in all matters concerning this contract.The contractor will supply all management, supervision, labor, materials, and equipment required for successful completion of the stated work for the entire length of this contract.The contractor shall schedule work as to cause the least amount of interference with site operations. Work schedules shall be subject to the approval of the Government. The contractor shall request permission in writing, to interrupt any electrical utility service, a minimum of fourteen calendar days prior to the desired date of interruption and schedule all electrical interruptions on weekends.Many research laboratories operate continually. Any disruption may cause severe loss of valuable information. Prior to any disconnect of power and or shutdown of a system / system component, or the generation of undue vibrations or noise levels, the COR must be notified a minimum of fourteen days prior, to ensure each office and / or laboratory occupant(s) affected can be notified prior to the activity if it is determined the activity may disrupt the area so ongoing work is not disrupted. Special arrangements may be necessary prior to work of this nature and will be coordinated through the COR and building occupants.Entrance into laboratories is normally not required. If entrance into the area is required, the contractor shall contact the COR or his/her designee a minimum of fourteen days prior, and arrangements with the owner / occupant to ensure work to be performed will not disrupt or damage technical experiments / projects in the specified area will be coordinated.  If an emergency callback is required, all scheduling is at the discretion of the COR.Note: See the attached General Requirements document for detailed information of performing work on the NIST, Boulder site.Objective(s) / SCOPe / Task(s)The contractor shall provide NIST with preventative maintenance of the electrical equipment / systems as listed in the job plans provided as well as to perform a partial discharge test on our medium voltage distribution cables. The specific work to be performed will be provided in the individual job plans. There are currently fifty-four (54) transformers that will require preventative maintenance. Forty-four (44) of the transformers are oil type and ten (10) are dry type. Four, oil filled transformers will not be included in this scope (associated with the site, rotary UPS system). In addition, there are twelve (12) air switches and thirty-two (32) pad mounted switches that will require servicing.IMPORTANT NOTE: THE PREVENTATIVE MAINTENANCE REQUESTED PRESENT ELECTRICAL HAZARDS TO THE WORKER. IN SOME CASES, ARC FLASH INCIDENT ENERGIES MAY EXCEED 40 CAL/CM2. IT IS ENCUMBENT ON THE CONTRACTOR TO EXCLUDE ANY WORK IN THEIR PROPOSAL THAT CONFLICTS WITH THEIR COMPANY SAFETY POLICY OR WHERE THE EQUIPMENT DOES NOT NECESSITATE SAFE EXECUTION. REFERENCE THE ARC FLASH INCIDENT ENERGY SPREADSHEET FOR MORE INFORMATION.The contractor shall provide to the Government the preventative maintenance activities as described in the attachment(s) within the time frame and for the agreed upon cost (provide cost breakouts for each CLIN).  All work shall be completed as scheduled in a timely fashion in accordance with the frequencies described for each activity. The job plans and equipment lists, showing the location for each piece of equipment, are attached. The scope will also include optional repair and replacement services for electrical emergencies on these electrical distribution systems.Contract Line-Item Numbers:Base Year plus Four (4) Optional Follow-On Years:CLIN X001: Perform two semi-annual preventative maintenance tasks according to attached Transformer Vault Job Plans.CLIN X001a: Perform one yearly (annual) preventative maintenance according to attached Transformer Job Plans.CLIN X002:  Perform one yearly (annual) preventative maintenance according to attached Air Switch and pad mount switch Job Plans.CLIN X003: Repair Line Item any work performed under this CLIN shall be authorized by the Contracting Officer. Provide labor, material, and equipment to perform authorized repair and/or replacement services for transformers, switchgear, or electrical feeds on the medium voltage system at NIST Boulder.CLIN X004: This CLIN is for additional preventive maintenance for equipment added due to expansion or remodeling of facilities. These are optional services which may be exercised multiple times, any time during the applicable performance period.As part of the requirements of these line items, after testing, the contractor shall provide to NIST a comprehensive report that identifies numerically and graphically the magnitude of partial discharge detected for each circuit and each cable section tested. The report shall provide commentary regarding the significance of the partial discharge detected and shall also provide conclusions and recommendations for corrective action as appropriate. The report shall be due to the COR by the end of the month following the month tested. In addition, the test report shall include the following:Test ResultsDescription of circuits and cable sections testedIdentification of the test equipment usedDate work was performedIdentification of the person that performed the testsThe purpose for this testing is to develop data that will assist in assessing the condition of our medium voltage cable systems.  Data collected during this testing must be of a nature that will enable data trending to assess degradation over time.INSPECTIONS AND TESTS NIST will provide a written copy of all job plans for all electrical equipment that are included. NIST will provide a list of electrical equipment that are due for maintenance on the first day of the month in the month that the preventive maintenance is due. The contractor shall have until the last day of the month that the PM’s were issued to complete the preventive maintenance. All reports must be due to the COR within 30 days after preventive maintenance or testing is completed.All equipment shall be operated, inspected, tested, and maintained with consideration to ensure.Minimal disruption to research laboratories and their environmental controlsMinimal disruption to building occupantsMinimal disruption to other building systemsTo ensure efficient and safe operation always.To ensure compliance to all minimum specificationsWalk through inspections will be conducted on a routine basis without notification to the contractor. IF the COR/Inspector documents out of compliance conditions with the specifications, the COR will notify the POC for the prime contractor clearly detailing the nonconformance.The contractor shall provide back to the COR in writing what they will do to remedy the nonconformance along with a timeframe in which another inspection can be scheduled to review the specific condition.