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The purpose of this Sources Sought Notice is to search for business concerns capable of providing a service contract that is required for the preventative maintenance and certification of the CO2 incu... The purpose of this Sources Sought Notice is to search for business concerns capable of providing a service contract that is required for the preventative maintenance and certification of the CO2 incubators that are used in the Research and Development Department (R&D) at Pittsburgh s University Drive campus, VA Healthcare system. This Sources Sought Notice is for market research purposes only and shall not be considered an Invitation for Bids, Request for Quotations, or a Request for Proposal. Do not submit a proposal or quote. This market research is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this Sources Sought Notice. You will not be entitled to payment for direct or indirect costs that you incur in responding to this Sources Sought Notice. Any contract that might be awarded based on information received or derived from this market research will be the outcome of a competitive process. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this Sources Sought Notice. The draft Statement of Work (SOW) is attached. Any interested small business concern must submit a no longer that 3 page capability statement addressing its ability to meet the requirements listed in the Draft Statement of Work to Bryan Sweeney, Contract Specialist, at Bryan.sweeney@va.gov no later than Wednesday, May 11th, 12:00 PM EST. Interested parties are also welcome to identify any ambiguities with the SOW and are welcome to suggest enhancements to the SOW and include them separately with their capability statement. Questions regarding this Sources Sought Notice will not be answered. Incubators PM and Certification STATEMENT OF WORK (SOW) General A service contract is required for the preventative maintenance and certification of the CO2 incubators that are used in the Research and Development Department (R&D) at VA Pittsburgh s University Drive campus. The contract will be blanket purchase agreement (BPA) with fixed price task orders to provide the services as required. The BPA will establish unit pricing for a five-year period. Task orders will be created by the duly appointed warranted officer as necessary to obligate funding and schedule the certification services. The total value of the five-year contract shall not exceed $150,000. A minimum order of $3,000 is guaranteed on this contract. Background and Tasks VAPHS uses equipment that must be checked regularly to ensure that it is functioning properly. This includes C02 incubators that need to meet NSF-49 guidelines and manufacturer specifications. The certification will ensure that all the parts of the equipment are working as designed and intended. VAPHS currently has 27 Thermo Scientific Forma Series 3 water jacketed incubators installed and 6 Thermo Scientific Forma Steri-Cycle incubators on order. Specific Tasks Incubators For incubator preventative maintenance service, the minimum tasks required include all of the following in addition to all manufacturers recommended tasks: Check fan motor Check/clean gaskets Check/fill water level in jacket Verify alarm function Calibrate unit to National Institute of Standards and Technology (NIST)/Manufacturer Standards (once per year) Change high-efficiency particulate absorption (HEPA) filter (if equipped) Check/change carbon dioxide sensor gasket Check/change motor gasket (as needed) Check/change door heating wire (as needed) Change incoming gas line filters (once per year) Adjust/tighten door hinges (as needed) R&D will provide interior HEPA and Vent Filters. For servicing, R&D will ensure that the units are on with carbon dioxide in them as well as a humidity pan with water. Cells stored within the incubators will be removed by R&D prior to contractor performing service on interior of incubators. Incubator Documentation Contractor shall provide preventative maintenance and calibration reports for all serviced equipment. The Contractor s report template shall be provided to the COR for acceptance. Reports must include, but are not limited to: Technician Name Date of Service Make Model Serial Number Building Room Number Testing Standard Overall Result General Operation Temperature Humidity Levels Carbon Dioxide Levels Items listed above for preventative maintenance. Comments Customer Notification Contractor shall notify the Research and the Police service when they arrive on site. Failure to comply, either in whole or in part, with either the notification requirements will be deemed significant non-compliance with the contract and may be justification for termination of the contract. Invoicing Delivery of the reports is a condition for payment of the invoices. Performance Monitoring Acceptance and monitoring of deliverables will be by the Biosafety Officer for R&D. Acceptance will be measured by on-time delivery of services. The Biosafety Officer will arrange the site visit and accompany the contractor to the prospective areas where all of the equipment is located and observe that services outlined in the contract are completed in each department. Invoices must contain the date of service, invoice number, PO number, amount due, and a description of the service and/or a description of the product, and the amount being charged for the service/product. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). N/A Personnel Qualifications FSE shall be certified to NIST standards. Contractor Furnished Contractor shall provide all labor, tools, equipment, material, supplies, travel, and personal protective equipment necessary to complete the statement of work. Other Pertinent Information or Special Considerations. It is imperative for the vendor to have knowledge and prior experience in certifying chemical fume hoods, laminar flow hoods and biosafety cabinets. Knowledge of research laboratories and the equipment used in research laboratories is preferred. Inspection and Acceptance Criteria. Acceptance and monitoring of deliverables will be by the Biosafety Officer. Acceptance will be measured by on-time delivery of services. The Contractor will coordinate visits with the Biosafety Officer or Laboratory Manager who will arrange the site visit and accompany the contractor to the areas where all of the equipment is located and observe that services outlined in the contract are completed. Location and Personal Protective Equipment The work will be performed in multiple buildings and multiple rooms on the University Drive Campus. Access to all of the rooms is restricted and will require a VAPHS escort at all times. Several rooms are classified as Biosafety Level 2. The Contractor must provide the appropriate personal protective equipment including, but not limited to lab coats, gloves, and eye/face protection. All equipment shall be left in the state it was found unless instructed otherwise. This includes electrical, lighting and gases on/off and open or shut. Period of Performance. The contract shall be a 5-year BPA. Workload While the majority of the workload will fall within the scheduled month-long periods, the Contractor shall be available for single unit unscheduled PM s and certifications. Unit pricing will apply to these visits without any additional reimbursements. For example, in the event a new piece of equipment is purchased, or a repair is completed, the VA may create a task order for that single unit priced at the CLIN price. . Notes: These are estimated quantities and are not a guaranteed workload. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors Contractor employees who work in or travel to VHA locations must comply with the following: Documentation requirements: If fully vaccinated, shall show proof of vaccination. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor s order or an FDA approved over-the-counter test. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities. Influenza Prevention VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel are defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VAPHS. Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: - Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination. - Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification in the form of a memorandum to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities are in compliance with VHA Directive 1192. Tuberculosis Prevention Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually. RUBELLA TESTING: Contractor shall provide proof of immunization for all contract personnel for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR. Please provide a signed memo stating that: (number of assigned Key Personnel) assigned to VA Contract #___________ have tested negative for tuberculosis within the past 365 days. (number of assigned Key Personnel) assigned to VA Contract #___________ have been immunized for measles, mumps, rubella or a rubella titer of 1.8 or greater Pricing Schedule Unit Costs CLIN 0001 Incubator Preventative Maintenance _________________________ CLIN 0002 Incubator certification _________________________ Pricing is per unit, per visit, for the duration of the BPA.