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This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement for pool and spa preventative maintenance. Please see S... This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement for pool and spa preventative maintenance. Please see Statement of work for details. This requirement is for the Augusta VA Medical Center Downtown and Uptown Divisions. The sources sought does not guarantee the issuance of an RFQ. If you have the availability to provide the requirement, please respond to the sources sought with a capabilities statement. The sources sought is issued solely for information and planning purposes. It does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to the sources sought; all costs associated with responding to the sources sought will be solely at the interested vendor’s expense. Not responding to the sources sought does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned. Please note that requirements defined to date may change before a final solicitation is released. Sources Sought requirements are as follows: Please acknowledge if your company is an authorized provider of the of these services. Submit responses and related information via email to chaz.bowling@va.gov by 9:30 AM EST, May 28, 2020. Proprietary/Confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization. VA reserves the right not to respond to any or all emails or materials submitted. Provide Past Performance (if applicable) STATEMENT OF WORK Pool and Spa Maintenance - BLDG 801 and BLD 110 B.1.1. GENERAL INTENTION. The intent of this solicitation is to obtain a Base plus 4 Option Years of Maintenance and Balancing of chemicals in 2 Therapeutic pools and 1 Spa tub at the Charlie Norwood VA Medical Center (CNVAMC). Uptown and Downtown Division Augusta. Georgia 30901. B.l.2. SCOPE OF WORK: Contractor shall provide all material, labor, chemicals and supervision, to clean and sanitize the pool and Spa tub Uptown(bld.110) and the pool located downtown(bld.801). The pool areas shall also be included in this contract (clean, scrub, and sanitize the floors and walls 6-foot-high, clean and polish handrails, vacuum pool, clean glasses in the pool downtown with alcohol, clean and polish wood siding on pool downtown. Vendor shall be responsible for cleaning all strainers and backwashing of filters/cleaning paper filters on filtration systems. Pool shall be drained yearly downtown and refilled, tested and balanced at a determined time that shall meet vendor and gov. time. Vendor shall always be responsible to maintain a balanced pool. Vendor shall provide test equipment for both locations for employees to do daily testing. Only certified vendors can perform this service. B.1.3. PERFORMANCE: Period of Performance shall be: Base Year 1 September 2020 – 31 August 2021 1st Option Period 1 September 2021 – 31 August 2022 2nd Option Period 1 September 2022 – 31 August 2023 3rd Option Period 1 September 2023 – 31 August 2024 4th Option Period 1 September 2024 – 31 August 2025 B.1.4. REPORTING: The contractor's technicians are to report to the supervisor (DD — James Jarriel 706-733-0188 x 3356), to report/sign-in and obtain an identification badge. which shall always be worn while the technician(s) are on station. B.1.5. SCOPE Unless otherwise specified. all contract work is to be performed on site and the workspace shall be left clean and free of tools and debris tor staff usage. Exceptions being legal government holidays as follows: New Year's Day-January 1st. Martin Luther King's Birthday- 3rd Monday in January. Presidents Day- 3rd Monday in February, Memorial Day- last Monday in May, Independence Day- July 4th Labor Day- 1st Monday in September, Columbus Day 2nd Monday in October, Veteran's Day. November 11th, Thanksgiving Day- last Thursday in November. and Christmas Day- December 25th UPTOWN location: 1. For All Visits by Contractor: Contractor (or Representative) shall sign-in at Engineering Department office, Bldg. 110, Uptown Division, GA136, telephone 733-0188 ext. 6051. Contractor shall also sign-out before leaving and present service ticket for all work performed. Failure to follow these procedures may result in delay of payment of on-payment. Vendor shall report to Stephen Grenade for the Uptown Facility and James Jarriel for the Downtown Facility. Vendor is required to have a VA ID badge when working on VA property. Vendor shall be escorted by a Government employee when changing out the filter on Feeder Filter. 2. Maintenance: Preventive Maintenance (P.M.) shall be performed by a certified pool service technician w /CPT Certification. These service individuals must be trained on all items listed in the equipment schedule. Documentation of certification must be provided to the Contracting Officer with solicitation. b. All P.M. services shall be performed during normal V.A. working hours of 7:00 a.m. to 3:30 p.m. (deviations must be approved in advance by Contracting Officer). c. Maintenance shall be made weekly on Wednesday unless notified a week in advance to reschedule . 3. Maintenance includes the following: a. Draining, cleaning, and refilling therapeutic spa (to include handrails) on Wednesday. Cleaning scum line and handrails on swimming pool on Wednesday. Vacuuming pool on Wednesday. Checking for correct chemical balance on Wednesday. e. Vendor shall notify Engineering Department Wednesday of the need to adjust chemical balance as needed. (Vendor shall supply and store all chemicals). (cannot store chemicals on site). f. Obtaining water samples from therapeutic spa and swimming pool and submitting computerized analysis to Contracting Officer’s Technical Representative (COTR). g. Vendor shall clean all ceramic tile floors in the entire pool and spa area and clean grates in overflow area every week. Floors and walls (6’ high) are to cleaned using appropriate floor cleaning and sanitization to remove all residue /dirt. Cleaning must meet approval of the Kinesiotherapy (KT) Department Manager. h. Engineering Department shall assist vendor with cleaning and backwashing of filters on pool and spa as needed. Division and appropriate chemical levels as to ensure compliance with Infection Control requirements. In addition, vendor shall provide on-site the necessary chemicals for maintaining chemical levels. The vendor shall maintain and average inventory of chemicals. 4. Equipment to be covered under this contract: Feeder /Make and Model #: Hayward C3351 Location: GD100-110 Filter /Make and Model #: Waterco WH RV-36 Location: GD100-110 Swimming Pool /Make and Model # Therapeutic Pool, 28’W x 60’L x 4’D, holds 50,266 gallons, Located in Bldg. 110 Room 1G137 Therapeutic SPA /Make and Model #: Therapeutic Tub Spa, 7’.6” W x 11’L x 3’D, 1,851 gallons, located in Bldg. 110 Room 1G137 5. Contractor Responsibilities Vendor is responsible for any equipment damage, replacement parts and repair during service visit. Vendor and government shall agree upon and changes to schedule dates. Vendor shall respond to all emergency within 4 hours of being notify. Vendor shall be notified of any changes Chlorine/ PH levels remain within acceptable range according to CPT Certification. Vendor shall provide Weekly test and status reports to the CORs. Vendor shall provide test strips to comply with all internal testing results provided by the government. 6. Governments Responsibilities: Government is responsible of Maintenance on all pumps, heaters and valves Government shall ensure that all Equipment is working properly. Government shall notify vendor in a timely manner for all Emergencies Government shall perform a daily internal test to verify Chlorine/ PH levels remain within acceptable range 7. Maintenance includes the following: a. Vendor shall be cleaning scum line and handrails on swimming pool. b Vendor shall clean all ceramic tile floors in the entire pool and spa area and clean grates in overflow area every week. Floors and walls (6’ high) are to cleaned using appropriate floor cleaning and sanitization to remove all residue /dirt. DOWNTOWN Location: 1. For All Visits by Contractor: Contractor (or Representative) shall sign-in at Engineering Department office, Bldg. 801, Downtown Division, 1B173, telephone 733-0188 ext. 3356. Contractor shall also sign-out before leaving and present service ticket for all work performed. Failure to follow these procedures may result in delay of payment or on-payment. Vendor shall report to Stephen Grenade for the Uptown Facility and James Jarriel for the Downtown Facility. Vendor is required to have a VA ID badge when working on VA property. Vendor shall be escorted by a Government employee when changing out the filter on Feeder Filter. 2. Maintenance: Preventive Maintenance shall be performed by a certified pool service technician with CPT Certification. These service individuals must be trained on all items listed in the equipment schedule. Documentation of certification must be provided to the Contracting Officer with solicitation. b. All P.M. services shall be performed during normal V.A. working hours of 7:00 a.m. to 3:30 p.m. (deviations must be approved in advance by Contracting Officer). c. Maintenance shall be made Wednesday d. The contractor shall call Engineering Department, Uptown Division, at phone 733-0188 extension 3356 3. Maintenance includes the following: a. Cleaning, and (to include handrails) on Wednesday. Cleaning scum line and handrails on swimming pool Wednesday. Vacuuming pool on Wednesday. Checking for correct chemical balance on Wednesday. e. Vendor shall notify Engineering Department Wednesday of the need to adjust chemical balance as needed (Vendor shall supply and store all chemicals). (no chemicals shall be stored on site). f. Obtaining water samples from swimming pool and submitting computerized analysis to Contracting Officer’s Technical Representative (COTR). g. Vendor shall clean all ceramic tile floors in the entire pool area and clean grates in overflow area every week. Floors and walls (6’ high) are to cleaned using appropriate floor cleaning equipment such as scrubbing pad to remove all residue /dirt. h. Vendor shall clean and backwash filters on pool as needed. i. Vendor shall store required chemicals for the pool at offsite location for maintenance at the Downtown Division and appropriate chemical levels as to ensure compliance with Infection Control requirements. In addition, vendor shall provide on-site the necessary chemicals for maintaining chemical levels in the pool. The vendor shall maintain an average inventory of the chemicals needed. 4. Equipment to be covered under this contract: Feeder/Make & Model #: Hayward CL 220 Location: 1H104L-801 Filter/Make & Model #: Pentair 150sq ft. Sta-Rite Cartridge Location: 1H104L-801 Swimming Pool /Make and Model # Unprinted Vinyl Lining Therapeutic Pool, 18’W x 30’L x 4.2’D, 16,877 gallons in Room 1H104L 5. Contractor Responsibilities Vendor is responsible for any equipment damage, replacement parts and repair during service visit. Vendor and government shall agree upon and changes to schedule dates. Vendor shall respond to all emergency within 4 hours of being notify. Vendor shall be notified of any changes to equipment Chlorine/ PH levels remain within acceptable range according to CPT Certification. Vendor shall provide Weekly test and status reports to the CORs. Vendor shall provide test strips to comply with all internal testing results provided by the government 6. Government Responsibilities: Government is responsible for Maintenance on all pumps, heaters and valves. Government shall ensure that all Equipment is working properly. Government shall notify vendor in a timely manner for all Emergencies. Government shall perform a daily internal test to verify Chlorine/ PH levels remain within acceptable range 7. Maintenance includes the following: a. Vendor shall clean scum line and handrails on swimming pool weekly. b. Vendor shall clean all ceramic tile floors and 6-foot-high for walls in the entire pool area and clean grates in overflow area. Floors are to scrub using appropriate floor cleaning equipment such as to remove all residue /dirt. (Clean tub, rail, and clean all handrails, steps and tile on the pool). This service is to be performed weekly Cleaning must meet approval of the SCIU Department Manager. 8. Emergency calls that include accident in pools A. Conditions relating to Emergencies (2 calls per year under contract) 1. User/patient accident while using pool to include the presence of feces or vomit. 2. Drastic loss of water or injection equipment failure or malfunction. 9. VA INFORMATION SYSTEM SECURITY/PRIVACY CLAUSE PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST: “The C&A requirements do not apply, and a Security Accreditation Package is not required.” Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor There may exist exposure to VA sensitive information, to sensitive personal information (SPI) while implementing contractual services Minimum Statutory Requirements Prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a. Requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term ‘security incident’ means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a Requirement to pay liquidated damages in the event of a data breach: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data considering the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs (see VA handbook 6500.6, Appendix c, paragraph 7.a, 7.d). INVOICES: Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR), and submitted electronically through OB-10. A properly prepared invoice will contain: Invoice Number and Date Contractor’s Name and Address Accurate Purchase Order Number Supply or Service provided Total amount due