Inactive

NOTICE OF INTENT TO SOLE SOURCE iChlor® Secondary Water Treatment Veterans Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any poten... NOTICE OF INTENT TO SOLE SOURCE iChlor® Secondary Water Treatment Veterans Health Affairs, Network Contracting Office 5, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide license and technical support services. This requirement is defined primary by existing hardware already in use at the Baltimore and Loch Raven VA Medical Centers. BACKGROUND Furnish all parts, material, travel/shipping to and from for Secondary Water Treatment. Barclay Water Management has proprietary rights to the iChlor® Monochloramine System equipment listed in the scope and holds required operating permits with the State of Maryland. The ability to perform software upgrades and provide priority scheduling for the proprietary equipment is required. Interested parties must be able to produce an authorized distributor letter from Barclay Water Management or response will be rejected. The government is contemplating a Firm Fixed Price contract to satisfy this requirement and meet the needs of the Baltimore and Loch Raven VA Medical Centers. SCOPE Requirement: The VA is requiring contractor services for lease, management, and operation of existing secondary water treatment systems at two (2) facilities: the Baltimore Medical Center, and the Loch Raven Medical Center's CLC. Contractor must maintain and operate the existing iChlor secondary disinfection water treatment systems (manufactured by Barclay water management INC.) according to the guidelines and requirements of the Maryland Department of the Environment (MDE). The contract requires the contractor to maintain existing permits 23-16-1071 and MD1300002, along with licenses, for operating the secondary treatment system at both Baltimore and Loch Raven sites. Additionally, the contractor must support the VA's activities related to maintain permitting and licensing of those systems as required. The biocide the contractor uses at both sites must be approved by the EPA and listed as an approved biocide in VA's Directive 1061, dated February 16, 2021. The contractor must provide a system that generates the biocide on-site. The use of chlorine gas for the generation of the biocide is not permitted. The VA has taken a position that no level of detectable growth (CFU s - colony-forming unit) of legionella is acceptable in the domestic cold and domestic hot water systems. This contract pertains to the operation and maintenance of the existing secondary water treatment systems for the domestic incoming city water at both facilities. VA s domestic water systems, including both hot and cold systems, undergo periodic testing for bacteria related to legionella. The VA will then, at no additional cost, expect the contractor to remediate any area(s) with positive Legionella test results within two (2) calendar days after being notified of the results. The VA will retest the area, and if the retested areas test positive for Legionella, the contractor shall again remediate the area within 2 days, according to the VAMHCS guidelines. This testing / remediation cycle shall continue until there are satisfactory test results. Periodic testing and remediation related to Legionella in the cooling towers at Baltimore will not be part of this contract. If the secondary water treatment system does not achieve the VA's goal of zero level of detectable growth for consecutive three quarters, for the initial legionella testing, the VA may, at their sole discretion, direct the contractor to install another secondary water system that uses another state approved biocides without any cost to the VA. All domestic water treatment biocides shall also be approved by state and the VA's directive 1061, and the selection will be the sole responsibility of the contractor. The equipment must be NSF/ANSI 61 certified. The certified contractor must be aware that the Baltimore Medical Center consumes an average of 115,000 gallons of water per day, while the Loch Raven CLC uses approximately 15,000 gallons per day. It is essential to acknowledge that daily water consumption may vary significantly from these averages. The systems proposed for each site must be capable of adapting to changes in water usage. The secondary water treatment systems will be owned by Barclay Water Management, who will be responsible for their operation and maintenance throughout the contract period. The contractor must provide all necessary chemicals, consumables, testing materials, and any third-party testing required to comply with facilities current drinking water permits (MD1300002) and all Safe Drinking Water Act (SDWA) requirements. System data must be provided in the format specified by the MDE to meet reporting deadlines and requirements and copies of all samples should be provided to the facility for review. Any changes to reporting or testing requirements by the MDE during the contract period must be adhered to by the contractor without modification to the contract. Contract modifications will be addressed when the next option year is exercised. This "Scope of Work" outlines the general requirements for the secondary water treatment system and the VA's expectations for system effectiveness. The vendor is expected to maintain the current fully functional turnkey system installed and permitted at both locations. The contractor must also provide a fully licensed operator to maintain compliance with the current permit(s). The contractor must collaborate with the VA to ensure timely compliance with licensing, permitting, and reporting requirements of both the MDE and the VA. All communication regarding VA requirements must go through the designated VA point-of-contact, and engagement with the MDE requires VA authorization. Additionally, the contractor will work with VA staff to develop necessary documentation for maintaining MDE permits and licenses for the secondary water treatment systems at both medical centers. The contractor must have a thorough understanding of licensing activities and continue to operate within existing permits as required by the MDE for each medical center's water treatment system independently. The contractor is required to conduct a detailed study and gain a comprehensive understanding of the pipe systems in the buildings at each facility, as there is a substantial build-up of material on the inner walls of the pipe chases. The vendor must be aware that an ultrasonic flowmeter may not operate properly at the facility and will not make any assumptions regarding its effectiveness. The contractor will be responsible for maintaining equipment, performing all necessary testing, and submitting reports to MDE for maintaining the permit to operate the secondary system at the facility. The contractor will also provide necessary education or training, including all documents submitted to MDE, to the VA representative designated by the COR. The VA staff members will not be responsible for operating the equipment, performing any maintenance, or conducting routine tests. The intention of educating the staff is to familiarize them with the system so they can recognize early signs of potential problems. VA-Supplied Items The VA will provide at each location up to two (2) 20-amp 120V electrical circuits. The circuits will be part of the emergency power system. These electric circuits are tested periodically. During a normal test power will be interrupted in the circuit for up to 20 seconds. Any electrical equipment of the secondary water treatment system shall have the ability to automatically restart after a loss of power, without any onsite human action. If restarting the system or a component of that system requires human action the vendor shall provide a suitable uninterruptable power supply (UPS) devise that will power the system during the power disruptions and until a representative of the vendor can place the system in a safe state of operation. The VA shall be provided a space at both Baltimore and Loch Raven, not to exceed 36 wide X 24 deep and 72 high, for the storage of supplies. The contractor, at their expense, be allowed to provide storage shelves for spare parts and consumables, at each location. Although the area will be in a secure room, the VA will not be responsible for any material that becomes loss. Currently, the location for the secondary water treatment of the incoming water at Baltimore is in parking garage Fire Pump room 1PA-102. The secondary water treatment equipment for Loch Raven s domestic incoming water main line is in the CLC s mechanical room (G-19) on the basement level. If needed, the contractor should consider proposing the relocation factors, including costs, for the secondary treatment systems within the facility within the period of the base year contract. If, for any reason in the future, it becomes necessary to relocate the secondary water treatment equipment within the facility, it will be addressed accordingly. System Requirements The system shall meet the following: The facilities are currently permitted to use the iChlor system. In order to maintain the current permit, the contractor must continue to operate this system. The operation of biocide generator shall be completely automatic and monitored in a manner that complies with all MDE requirements and permits. The contractor shall be responsible for supporting and providing any requests for technical from the VA regarding permitting and licensing activities for the secondary water treatment system. The contractor is also responsible for maintaining chemical inventory used to generate the biocides at facilities including delivery and transfer to the system storage tanks. All VA safety regulations must be followed by the contractor. Biocides should be continuously injected into the water being treated to maintain a residual free chlorine concentration of 1.0 to 2.0 ppm for chlorine and monochloramine. The injection of biocide should be automatically controlled based on signals from an appropriate analyzer. All chemical storage tanks must have automatic high- and low-level cutoffs. The secondary water treatment system should have a leak detection system. Engineered safeguards should be in place to stop the secondary water treatment system if water supply to the generator or chemical supply/injection pumps are interrupted, with local and remote notifications and emergency switches for each system. The generator must be equipped to measure reagents and diluting water, with shutdown capabilities if supplies are cut off. The contractor should provide necessary piping, valves, instruments, controls, and interlocks for automated and remote operation and control. The secondary water system should be certified to NSF/ANSI 61 standards. Chlorine gas should not be used in biocide production. All equipment must have spill containment devices. The system should have 24/7/365 remote access using cellular technology, with access to online data for monitoring and reporting of various required parameters. The VA shall also accessibility to the online data so that it can view current operating parameters, review historical data, and download report. The data shall include the following: Incoming water free chlorine (ppm) Incoming water total chlorine (ppm) Incoming water pressure (psi) Incoming water temperature (F) Incoming water flow (gpm) Free chlorine dioxide I free chlorine being distributed to the facility (ppm) Monitor of the tank levels of the precursor chemical tanks Incoming water pH pH in the chlorine/ monochloramine / chlorine dioxide supply (dosing) line Incoming water dissolved solids Flow on all chemical feed lines, dilution water lines, chlorine / monochloramine / chlorine dioxide solution lines. The biocide generator should have a controller for safe production rates and remote shutdown capabilities. Service Agreement: The contractor is required to conduct on-site inspections at least once a month to ensure the system's proper functionality and provide a service report detailing the inspected equipment and any identified deficiencies. They are also responsible for supplying, delivering, and setting up all chemicals and consumables necessary to maintain specific concentrations. The vendor must offer 24/7 monitoring with remote functionality for trouble calls and ensure technicians are available to service the unit within 2 hours of notification by the VA or remote monitoring location. Throughout the contract period, the equipment will remain the property of the vendor, who will maintain the secondary water treatment equipment according to the manufacturer's suggested preventative maintenance schedule. At the time the system is started-up the contractor shall provide the VA with documentation on the manufacturer s suggested maintenance program for the various pieces of the equipment. In case of equipment failure, the vendor must promptly take necessary action to repair or replace the item. Daily reports on system operation, any issues impacting operation, estimated completion dates for repairs, and upcoming activities must be provided. i.e., testing and upcoming maintenance activities. Testing Equipment to be Provided to the VA The Contractor shall be responsible for providing all necessary equipment and testing devices including continuous monitoring and other testing of water quality to support all Maryland Department of the Environment (MDE) requirements, including providing records in the desired format as requested. VA's Expectations for Secondary Water Treatment System Effectiveness The VA expects the secondary water treatment system to maintain zero detectable growth of legionella in both the domestic cold-water and domestic hot water systems. In the event of detectable legionella growth as confirmed by periodic testing, the contractor must remediate the system within 2 calendar days of being notified of positive results. The remediation should involve maintaining a chlorine concentration at least 2.0 ppm and maintaining that level throughout the systems for at least two hours. Chlorine is the only acceptable biocide for remediation according to VA directive 1061, and thermal eradication is not an acceptable option at either Baltimore or Loch Raven CLC. If the contractor recommends or requires remediation at a concentration level higher than 4.0 ppm, they must notify the VA in advance and provide a safety plan to ensure patient and staff safety. If the secondary water treatment system fails to achieve zero detectable growth of legionella for three consecutive sampling in a quarter during initial testing, the VA has the right to direct the contractor to use another VA-approved biocide as per Directive 1061, at no additional cost. The selection of the alternative biocide will be solely the responsibility of the contractor. If it is determined through the VA's internal investigative process that a patient, staff, or visitor has developed healthcare-associated Legionella attributed to the domestic cold or hot water at either the Baltimore or Loch Raven CLC, the VA reserves the right to direct the contractor to remediate the facility within 24 hours and replace the secondary water treatment system with a different VA-approved biocide at no extra cost. Deliverables 1. Kick-off meeting. 2. iChlor systems at Baltimore and Loch Raven: a. Maintain and operate the existing iChlor systems (manufactured by Barclay water management INC.) which is capable of handling a minimum of 115,000 gallons of water per day, including any variable daily water consumption at Baltimore. b. Maintain and operate the existing iChlor systems (manufactured by Barclay water management INC.) which is capable of handling a minimum of 15,000 gallons per day, including any variable daily water consumption at Loch Raven. c. As it is presently setup for each system, the contractor must continue offering 24/7 monitoring with remote functionality for trouble calls and ensure technicians are available to service the unit within 2 hours of notification by the VA or remote monitoring location. d. As it is presently setup the Contractor shall be responsible for maintaining the MDE state existing permit for each building for secondary treatment throughout the contract. e. As it is presently setup the contractor shall Perform routine maintenance each month, including manufacturer recommendations and delivery and filling of required chemicals. f. As it is presently setup the contractor shall Perform all required testing periodically related to the MDE permitting, licensing and reporting activities as required or requested for maintaining the existing permit at each site. g. As it is presently setup the contractor shall Support all VA requirements outlined in VA Directive 1061 or as requested by the VA including achieve the VA s goal of zero level of detectable growth. h. As it is presently setup the contractor shall maintain and update (as needed) the emergency plan for the system in case of a test and system failure. PLACE OF PERFORMANCE VA Maryland Healthcare 10 North Greene Street Baltimore, MD 21201 Loch Raven VA Medical Center 3901 Loch Raven Blvd Baltimore, MD 21218 TRAVEL N/A CLASSIFICATION/SECURITY Unclassified. Security clearance is not required. GOVERNMENT FURNISHED PROPERTY None. INTERESTED & CAPABLE RESPONSES: NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your: Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number Capability statement Authorized distributor letter for Barclay Water Management Any contractor that feels they can complete the required work listed below must supply tracy.dotson@va.gov an authorized distributor letter with their response to this notice of intent to sole source. If the authorized letter is not submitted, the response will be discarded. Responses must be submitted by 3:00 PM (EDT) May 29, 2024. Responses to the information requested above may be submitted via email to tracy.dotson@va.gov. This Special Notice of Intent to sole source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.