Inactive

The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this Sources Sought Notice to identify potential qualified vendors that are interested in a... The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this Sources Sought Notice to identify potential qualified vendors that are interested in and capable of performing this requirement. This requirement is for the quarterly wastewater discharge sampling at the Louis A Johnson VA Medical Center located at 1 Medical Center Drive Clarksburg, WV 26301. Statement of Work There will be four sampling events per year, one per calendar quarter. The same protocol will be followed for each sampling event: 1. On the first sampling day at the beginning of the sampling quarter, vendor will mobilize to the outfall location to arrive by 0800. At that time the vendor rep will set an ISCO automatic sampler and collect a 24 hour composite sample of the wastewater discharge from approximately 0800 that day through to 0700 the following day. The sampler will be programmed to collect equal volumes of wastewater each hour for a 24 hour period. 2. Vendor personnel will also collect grab samples of the wastewater discharge at approximately 0800, at 1200, at 1600 on the first day, and again at approximately 0800 am on the second day for analysis for Free Cyanide and for pH. 3. The grab sample collected by vendor on Day 2 will also be analyzed for Oil & Grease. 4. The vendor rep will retrieve the composite sample from the automatic sampler and properly prepare the laboratory provided bottles for sample bottles for analysis for biological oxygen demand (BOD), total suspended solids (TSS), total dissolved solids (TDS), total kjeldahl nitrogen (TKN), total cyanide, hexavalent chromium, and total metals (arsenic, cadmium, chromium, copper, lead, mercury, nickel, silver, and zinc. Additionally, vendor will properly prepare and manage the chain of custody, and will store the samples under refrigeration to be picked up by the sample runner for laboratory that will perform the analysis. 5. Upon receipt of analytical results, vendor will enter the field and laboratory data into a spreadsheet that will generate the Quarterly Discharge Monitoring Report (DMR) following the end of each calendar quarter. Following submission by the VA Medical Center Program Office Point of Contact of the potable water consumption data for the quarter as determined by the City of Clarksburg, vendor will enter the water consumption results into the spreadsheet completing the DMR. Vendor will then provide a Draft Report to the Program Office Point of Contact for review. a. Upon receipt of analytical results, Vendor will immediately notify the VA Medical Center Program Office Point of Contact to make them aware of any exceedances to the City of Clarksburg Discharge Permit. b. If an exceedance occurs resampling within the quarter will be required. 6. Upon completion of addressing the COR s questions and / or comments, the Final Report will be prepared and submitted to the City of Clarksburg. 7. Vendor will also provide a semi annual DMR upon request. 8. Vendor shall inform the VA Medical Center Program Office Point of Contact in 2 4 days in advance with notification of when sampling will be performed. 9. Vendor will complete 30 min. records management training via Teams or in person prior to commencement of work. RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  The term Federal record: includes Louis A. Johnson VA Medical Center records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their Louis A. Johnson VA Medical Center contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. Louis A. Johnson VA Medical Center and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Louis A. Johnson VA Medical Center or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of  any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Louis A. Johnson VA Medical Center control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Louis A. Johnson VA Medical Center guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Louis A. Johnson VA Medical Center policy. The Contractor shall not create or maintain any records containing any non-public Louis A. Johnson VA Medical Center information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The Louis A. Johnson VA Medical Center owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Louis A. Johnson VA Medical Center shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Louis A. Johnson VA Medical Center provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. Interested & Capable Responses: NCO 5 is seeking responses from entities that are interested in this procurement and consider themselves to have the resources, capabilities, and qualifications necessary to provide the services required for the Louis A. Johnson VAMC. Please respond to this RFI/Sources Sought 36C24526Q0005 with your: 1. Business name (including Unique Entity ID (SAM.gov) 2. Business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and 3. Person of contact (including telephone number & email address). 4. Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities. 5. Available contract vehicles (GSA FSS, etc.) for use by Department of VA (include applicable NAICS) 6. Brief Summary of categories of services that your company can/cannot provide. 7. Certification(s) / Licenses for meeting the local requirements to provide these services at the Clarksburg VAMC (if applicable). 8. Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response: a. Do you intend to self-perform this effort? b. If you are located outside the immediate area, how will you self-perform? c. Or do you intend to subcontract work under this contract? d. If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting? Please note that if incomplete responses are received. Lack of documentation proving your business can conduct the services being offered or all questions not being answered within this notice, your response will not be taken into consideration. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to Patricia.Thai@va.gov (Contract Specialist) and William.Galletta@va.gov (Contracting Officer) no later than 08-20-2025, 3:00 PM EST. This request for information/sources sought notice is for planning purposes ONLY and does not constitute a solicitation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., SDVOSB/SDVOSB set-aside, small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred as a result of a vendor s attendance to the Site-Visit nor the preparation of responses submitted as a result of this notice