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VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4 Original Date: 10/12/17 Revision 01 Date: 01/08/18 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS ... VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4 Original Date: 10/12/17 Revision 01 Date: 01/08/18 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24520Q0046 Posted Date: 11/14/2019 Question Due Date: 11/22/2019 Current Response Date: 11/22/2019 Product or Service Code: Z1NE Maintenance of Water Supply Facilities Set Aside: [Not a set aside] NAICS Code: [811219] Contracting Office Address Perry Point VA Medical Center 515 Boiler House Road Perry Point, MD 21902 ] Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; Quotes are being requested, and a written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular [insert latest FAC number]. The associated North American Industrial Classification System (NAICS) code for this procurement is 541380, with a small business size standard of 15 million. The VAMC Huntington at 1540 Spring Valley Drive Huntington West Virginia is seeking to purchase a service contract for radiation dosimeters/film badges on a monthly basis. Period of Performance: One (1) year Base period with, four (4) one (1) year option periods. Base Year: October 29, 2019 October 28, 2020 All interested companies shall provide quotes for the following: STATEMENT OF WORK DESCRIPTION/SPECIFICATION/WORK STATEMENT STATEMENT OF WORK PART A GENERAL INFORMATION A.1 INTRODUCTION Contract of service is for the provision of deionized water service in accordance with the requirements set forth in this Statement of Work (SOW). Equipment rental of all necessary equipment, repairs parts, and labor/service call charges are included in the contract. The equipment rental charges will be billed via mailed hard copy or electronic invoice submitted by the contractor. Each service call, the contractor will generate a service ticket. The service ticket shall be the invoice for the services rendered during the service call. The service ticket shall reflect a list containing each part used and pricing. The list of repair parts and labor will generally include fees for preventive/periodic replacement of the 5 and 0.2 micron filters, rental of a UV light sterilization system, regeneration of the cation tank, anion tank and two mixed bed tanks as well as re-bedding of the activated charcoal tank as required based on water usage, and also bleaching of the deionization system when and if the microbial count warrants such action. The contractor will perform the necessary repairs then direct the service ticket with the work listed to the Chemistry supervisor, Lead Microbiology Technologist or off-tour shift Medical Technologist, who will forward the service ticket to the Pathology/Laboratory Service program support assistant. This will be a Base Plus 4 Option Year Contract. Vendor s should submit their Bids based on the following schedule: Base Year Oct 29, 2019 thru Oct 28, 2020 Option Yr 1: Oct 29, 2020 thru Oct 28, 2021 Option Yr 2: Oct 29, 2021 thru Oct 28, 2022 Option Yr 3: Oct 29, 2022 thru Oct 28, 2023 Option Yr 4: Oct 29, 2023 thru Oct 28, 2024 A.2 BACKGROUND The Pathology and Laboratory Medicine Service (P&LMS) requires a water deionization system to provide purified water which meets the Clinical Laboratory Standards Institute (CLSI) requirements for Clinical Laboratory Reagent Water (CLRW). CLRW is a grade of purified water mandatory for innumerable and diverse tasks required in clinical diagnostic testing; which allows medical clinicians to treat, provide and maintain quality healthcare to veterans of this hospital. A.3 SCOPE OF WORK Vendor must provide on demand maintenance services with a two hour or less turnaround time. The services included are as follows: Yearly rental on five tanks Yearly UV light rental- UV light maintenance which further purifies the product water. Reload/recharge of one carbon tank yearly or as needed. Regeneration of cation, anion, and two mixed bed tanks as required whenever the system shows a deficiency in one or more of the afore mentioned tanks dependent upon purified water usage. Labor/Service of the DI water system. Replacement of the 5 micron - as needed. .2 micron filters yearly or as needed. Chlorination/flush of the total system- quarterly or whenever increased microbial counts warrant this action. STATEMENT OF WORK PART B WORK REQUIREMENTS B.1 CLINICAL LABORATORY a. Location and Description of Systems: 1) Room 1B 113 Equipment Room: Culligan Complete Multiple-Process Treatment System (Deionization System) with one 5 micron filter, one carbon tank, one cation tank, one anion tank, 2 mixed bed tanks, a 0.2 micron filter and a UV light sterilization system. 2) Room 1B105 Main Lab Extension line from D.I. system - port located at sink on back wall in Hematology beside the walk-in refrigerator, known as Chemistry/Hematology Port in main laboratory room 1B105. 3) Room 1B 115 Washroom Extension line from D.I. system port located at second sink, known as Washroom Port. All deionized water must meet the following specifications CLSI Standards for CLINICAL LABORATORY REAGENT WATER: Specification Requirement Specific conductance, microohms, maximum 0.1 Specific resistance, megohms, minimum 10 Silicate, mg/L, maximum 0.05 Carbon dioxide activated carbon tank Culture less than 10 cfu/ml Particulate matter 0.22-micron filter c. Testing: Testing for the resistance and cultures will be performed by VA personnel. All other tests will be certified by the contractor or an independent laboratory. The testing for qualities must coincide with the sterilization process and a certificate must be provided to the VA Pathology/Laboratory Service ensuring these qualities. d. Maintenance of Laboratory System: (1) At no time during servicing will the Laboratory Service be without deionized water service during the maintenance process. This will require a separate means of supplying deionized water with a meter to ensure that all qualities are being met. (2) All work is to be coordinated through the Pathology/Laboratory Service, 304-429-6755, extension 2472/3465. Scheduling of maintenance must be done a minimum of 24 hours in advance requiring a mutual agreement with Laboratory personnel. (3) The sterilization of the Laboratory deionized equipment will be sterilized on an as needed basis when a reading of more than 10 colonies of bacteria per milliliter is present at any given site. (4) Sterilization of the complete system will consist of all lines, tanks and filters accompanying this system. It will be the contractor s responsibility to replace all filters, carbons and any other supplies necessary for the operation of the deionized system at no extra charge to the VA Medical Center. These filters and supplies must meet the manufacturer s specifications in order to ensure water quality and protection of all equipment throughout the system. (5) All methods of cleaning and maintenance of equipment must meet manufacturer s standards to ensure no damage to either quality or equipment through the use of chemicals or materials harmful to components within the system. (6) Emergency service must have a response time of no more than two (2) hours from the time of contact. This response time is required to ensure the best possible medical service to the VA Medical Center s patients. This two (2) hour response time will be 7 days a week, 24 hours a day. (7) Method of Regenerating ION Exchange Material: The ion exchange materials shall be removed from the service demineralized units (tanks), the ion exchange materials shall be separated and independently regenerated and then remixed and returned to the service demineralized units (tanks). Throughout this procedure, techniques shall be used in all stages of the regeneration process for assuring complete regeneration, proper compaction of the ion exchange material, the use of demineralized water in conveying, mixing and filling of the regenerated ion exchange material in order to retain the efficiency at the highest possible level. All resins used shall be Rohm and Hass, Nuclear grade Virgin Resin (strong acid and strong base). STATEMENT OF WORK PART C SUPPORTING INFORMATION C.1 Place of Performance Huntington VA Medical Center 581/113 Pathology and Laboratory Medicine Service Building 1South, Room 1B113 1540 Spring Valley Drive Huntington, WV 25704 C.2 Period of Performance FY2020, October 29, 2019 October 28, 2020. C.3 Special Considerations a. All methods of cleaning and maintenance of equipment must meet manufacturer s standards to ensure no damage to either quality or equipment through the use of chemicals or materials harmful to components within the system. b. The above equipment shall be maintained in accordance with the manufacturer s standards/specifications. A service ticket stating services rendered must be signed by a designated Pathology/Laboratory employee and a copy provided to the Pathology/Laboratory Office, Room 1B 110, upon completion of work. Any additional charges not included in this service agreement must have the PRIOR approval of the contracting officer prior to work being performed. C.3.1 Contractor Furnished Materials 5 um Filters Carbon Tank one rental Anion Tank one rental Cation Tank one rental Mixed bed tanks two rentals 0.2 um filter UV light one rental C.3.2 Government Furnished Materials and Services Huntington VA Medical Center Facility and Plant Management, Engineering Service maintains the plumbing of the source water connecting prior to the DI Water system, and the extension lines running posteriorly from the DI Water system as well as the end ports of the extension lines. C.3.3 Qualifications of Key Personnel C.3.4 Security Requirements- There are no known security issues associated with this Statement of Work. Evaluations The Government will award a contract to the on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-price factors. Tradeoffs are not permitted and quotes will be evaluated for acceptability but not ranked using the non-price factors. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items 8/06/2019 FAR 52.212-3, Offerors Representations and Certifications Commercial Items 8/06/2019 Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: FAR 52.212-1 Instructions to Offerors-Commercial Items (OCT 2018) FAR 52.212-3 Offeror Representations and Certifications-Commercial Items (OCT 2018) FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JAN 2019) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) The following subparagraphs of FAR 52.212-5(b) are applicable: 52.204 10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109 282) (31 U.S.C. 6101 note). 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (OCT 2015) (31 U.S.C. 6101 note 52.219-28, Post Award Small Business Program Representation (Jul 2013) (15 U.S.C 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222 19, Child Labor Cooperation with Authorities and Remedies (JAN 2018) (E.O. 13126). 52.222-21, Prohibition of Segregated Facilities (APR 2015). 52.222 26, Equal Opportunity (SEP 2016) (E.O. 11246). 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793) 52.222-50, Combating Trafficking in Persons (JAN 2019) (22 U.S.C. chapter 78 and E.O. 13627). Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.222-41, Service Contract Labor Standards (AUG 2018) (41 U.S.C. chapter 67). 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67). 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015). 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017) (E.O. 13706). The full text of Veteran Affair Acquisition Regulation (VAAR) provisions or clauses may be accessed electronically at The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html 852.203-70, Commercial Advertising (MAY 2008) 852.232-72, Electronic Submission of Payment Requests (NOV 2018) Wage Determination (WD) WD 2015-4367 (Rev.-11) dated 07/16/2019 is incorporated into this solicitation by reference. The recommend labor category shall be 2500, Plant and Systems Operations Occupations. However, In accordance with FAR 52.222-41(2)(i) quoters may classify and quote any class of service not listed within WD 2015-4367 (Rev.-11) dated 07/16/2019. All quoters shall submit the following: One (1) copy of their proposed quote. See Price/Cost Schedule below. PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 EA $ $ Deionization of water services Base Year Contract Period: Base POP Begin: 10-01-2019 POP End: 09-30-2020 0002 1.00 EA $ $ Deionization of water services Option year 1 Contract Period: Base POP Begin: 10-01-2020 POP End: 09-30-2021 0003 1.00 EA $ $ Deionization of water services Option year 2 Contract Period: Base POP Begin: 10-01-2021 POP End: 09-30-2022 0004 1.00 EA $ $ Deionization of water services Option year 3 Contract Period: Base POP Begin: 10-01-2022 POP End: 09-30-2023 0005 1.00 EA $ $ Deionization of water services Option year 4 Contract Period: Base POP Begin: 10-01-2020 POP End: 09-30-2021 ACCOUNTING AND APPROPRIATION DATA ACRN APPROPRIATION REQUISITION NUMBER AMOUNT 1 581-3600160-055-822300-2560 010022300 Pathology/lab 581-20-1-055-0015 $ This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." All quotations shall be sent electronically to mark.smith25@va.gov Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the mark.smith25@va.gov by 8/28/2019 at 3:00pm. Point of Contact Mark Smith Mark.smith25@va.gov 410-642-2411x26910