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Sources Sought 36C24920Q0272 This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding... Sources Sought 36C24920Q0272 This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources (small and other than small) to perform a potential requirement. The Department of Veterans Affairs, Network Contracting Office 9, hereby provides notice of its anticipated award of a Blank Purchase Agreement (BPA) to a qualified source. The BPA is expected to be awarded under FAR 13. The period of performance shall be for a period of five (5) years consisting of five (5) ordering periods beginning upon anticipated award date of 10/1/2020 through 9/30/2025. This BPA will provide for the service, testing, and maintenance of an existing Reverse Osmosis and Deionization System (RO/DI) per the Statement of Work (SOW) below to maintain a fully functional system that is capable of meeting the requirements outlined in the Association for the Advancement of Medical Instrumentation (AAMI) TIR 34 for critical water. This requirement is for the Lexington VA Health Care System which consist of two (2) campuses. They are known as the Troy Bowling Campus (primary SPS) and the Frank R. Sousley Campus (secondary location projected during 2021), both located within Lexington, KY. THIS SOURCES SOUGHT NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, interested parties may identify their interest and capabilities by responding to this requirement no later than July 6, 2020 at 2:00PM, Central Standard Time (CST). Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will normally be considered solely for determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award. Interested parties are encouraged to furnish information by email only with RESPONSE TO SOURCES SOUGHT NOTICE 36C249-20-AP-2616 RO/DI SERVICE, TESTING, AND MAINTENANCE in the subject line. All documents submitted, will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed within this notice to Contract Specialist, Olonzo Haynes by email at Olonzo.Haynes@va.gov . The capability documentation should include general information and technical background describing in detail, the prospective contractor's capabilities, any reelevate experience that will demonstrate your ability to successfully perform this requirement, and your company s business size. Point of Contact: Olonzo Haynes, Contract Specialist e-mail above. NAICS code: 811219 and SBA Sized Standard is $ $22M. PSC J046 NOTE: Any respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/. STATEMENT OF WORK (SOW) Modification and Maintenance of Reverse Osmosis and Deionization (RO/DI) System Sterile Processing Services (SPS) Lexington VA Health Care System Lexington, Kentucky Troy Bowling Campus / Frank R. Sousley Campus 1. GENERAL: This is a service BPA to maintain an existing reverse osmosis and deionization (RO/DI) system Model # HCR02 and Model # 00HC-2046. Project includes maintenance of a complete RODI system to include equipment, reserve tank, continuous loop and other components necessary for a fully functional system that is capable of meeting minimum requirements for critical water as outlined in Association for the Advancement of Medical Instrumentation. (AAMI) TIR 34. 1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and services necessary to perform routine maintenance of RO/DI system as defined in this Statement of Work (SOW) except for those items specified as government furnished property and services. The contractor shall perform to the standards outline in this BPA. 1.2 Background: The existing RO/DI system is located in room B009A (Troy Campus) and supplies the following equipment/sinks in room B005, soiled receiving decontamination area; two (2) total sink faucets, two (2) total pistol water spray guns, one (1) Ultra Sonic DaVinci, two (2) Steris Washer/Disinfectors. Building 28 SPS (Frank Campus) is estimated to be completed 9/30/2021, at which time this system will be cover under warranty for one-year parts only. It will consist of one (1) Amsco 50 reprocessing sink, one (1) InnoWave Unity Ultrasonic Irrigator, two (2) Amsco 5052 Single-Chamber Washer/Disinfector, one (1) Steris Automated Pass-Through Window, one (1) Amsco 400 Small Steam Sterilizer, one (1) Amsco Evolution-NA Medium Steam Sterilizer, one (1) Amsco V-Pro Max 2 Low Temperature Sterilization System, two (2) Steris Dosing System, and one (1) Acu-Hold System. 1.3 Objectives: Maintain RO/DI system, provide monthly maintenance, system performance review, change filters, take water cultures, visual inspections, system sanitation and sterilization routine maintenance as specified at the intervals outline in Section 1.6 of this SOW. Contractor will be required to provide a 24hour emergency service, and provide the primary and secondary point of contact responsible for this service. 1.4 (Quote Item 1) Routine Maintenance Service and Supply Scope: Contractor to provide a detailed quality control plan when submitting their quotes. It should list all maintenance activities to include frequency for any certain task. Contractor will do routine maintenance on the system and provide all documentation to the Contracting Officers Representative (COR). Anticipated tasks of routine maintenance are as follows but not limited to; system performance review (Monthly), inspect and replace all applicable filters, monitor and record performance data, perform monthly culture tests to include AMMI chemical test, Bacterial test, LAL/endotoxin tests, clean, sanitize, sterilize system components as needed to include storage tank and distribution loop, preventative maintenance, routine maintenance in accordance with manufactures instructions and 24hour emergency service calls. Contractor to supply all consumables such as filters, UV lights, disinfectants, test kits, test strips, etc. Any items needed for maintenance and continued operation to return a RODI system to its fully operational state that are not provided by contractor or provided by contractor and installed by other, shall be clearly delineated in contractor s proposal. Prospective contractors submitting quotes will be expected to visit the site and conduct a full review of the current system, its components, and the medical center operational procedures during a predetermined site visit date that will be outlined in the solicitation. Site visits requested outside of the established date and time per the solicitation must be scheduled in advance with the Contracting Officer (CO). 1.5 (Quote Item 2) 24-Hour Emergency Service Calls: The VA is a 24/7 Medical Center and SPS functions are imperative to continued operations in a Medical Center environment. Contractor will be required to respond to 24-hour service calls throughout contract performance period. Contractor will be expected to be on site within 8 hours after call is received. Contractor quote should itemize cost per each emergency service call. A total of no more than five (5) emergency service calls are anticipated per calendar year and should be included in quote. In the event that five (5) emergency service calls are exceeded per calendar year, the initial quoted itemized cost per each will be the set price for compensation to the contractor for additional emergency service calls. Again, for the purpose of submitting a quote, include pricing for a total of five (5) service calls which will be billable upon request and use. 1.6 Services Performed Under Maintenance Plan Qty Description Service Frequency Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 1 Review Operators Logbook Monthly 1 1 1 1 1 1 1 1 1 1 1 1 1 System Performance Review Monthly 1 1 1 1 1 1 1 1 1 1 1 1 1 Rebuild Carbon Head Annually 1 1 Disinfect RO Every 2 Months 1 1 1 1 1 1 1 Clean Membranes Every 2 Months 1 1 1 1 1 1 1 Disinfect Loop/Storage Tank Monthly 1 1 1 1 1 1 1 1 1 1 1 1 3 Inspect & Replace Pyrogen Semi-Annual 3 3 3 Filter, Pyrogen Semi-Annual 3 3 1 Inspect & Replace Vent Filters Annually 1 1 Vent Filter Annually 1 1 AAMI Test RO Product Semi-Annually 1 1 3 LAL Water Test (Contractor to Pull) 7 day Monthly 3 3 3 3 3 3 3 3 3 3 3 3 3 Bacteria Water Test (Contractor to Pull) 7 Day Monthly 3 3 3 3 3 3 3 3 3 3 3 3 1 Sterilant for Central System Monthly 1 1 1 1 1 1 1 1 1 1 1 1 1 Residual Test Strips Monthly 1 1 1 1 1 1 1 1 1 1 1 1 1 Low pH Cleaner Every 2 Months 1 1 1 1 1 1 1 High pH Cleaner Every Two Months 1 1 1 1 1 1 1 Annual Cleaning of Temperature Blending Valve Annually 1 1 Annual Calibration of Tank Level Annually 1 1 Rebuild RO Solenoid Annually 1 1.7 Additional Requirements: Meets most recent standards for AAMI TIR34 - Water for the reprocessing of Medical Devices, ANSI, and ISO and critical water minimum requirements defined within. Ensure System provides treated water for Sterile Processing Service operating 24 hours a day. Contractor to display customer support information in all logical area inside RODI treatment room. 1.8 Period of Performance This BPA will consist of one guaranteed base ordering period for one-year, with four (4) optional one-year ordering periods. Base period of performance will begin upon receipt of initial call order and last 365 days from issuance. Exercising optional ordering periods will be at the sole discretion of the VA and may include evaluation of contractor s performance as a determination factor. Base Ordering Period: 10/1/2020 through 9/30/2021 Ordering Period 1: 10/1/2021 through 9/30/2022 Ordering Period 2: 10/1/2022 through 9/30/2023 Ordering Period 3: 10/1/2023 through 9/30/2024 Ordering Period 4: 10/1/2024 through 9/30/2025 1.9 Schedule for maintenance/frequencies: Schedule for maintenance/frequencies: The contractor shall submit a detailed schedule for maintenance activities to include all tasks to be performed and frequency of performance as outlined in Section 1.6 of this SOW. Upon award this schedule must be submitted to COR for approval prior to the performance of work. At time of award, this schedule should be updated to show accurate dates for maintenance; all maintenance procedures should be itemized per scheduled date and frequency of task as outlined in Section 1.6 of this SOW. 2.0 Quality Control: The contractor shall submit as outlined in Section 1.4 and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is the means by which he assures himself their work complies with the requirements outlined in this SOW. After acceptance of the quality control plan it is the contractor s responsibility to submit a written request for changes to the Contracting Officer for approval prior to executing any proposed change to the existing QC plan. 2.1 Recognized Holidays: Holiday work is not anticipated (for work other than emergencies) and should be considered when developing maintenance schedule. New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day 2.2 Hours of Operation: The contractor is responsible for conducting business, between the hours of 8:00AM-4:30PM Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contractor will not be reimbursed when the Government facility is closed for the above reasons. The contractor must maintain an adequate workforce to prevent any interruption of performance as defined within this SOW when there is a local or nation emergencies and this facility is considered essential and does not close for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential. Contractor may be required to conduct work outside of the above listed hours of operations on emergency basis only or if work can t be accomplished during these hours due to nature of work to be performed. In this particular situation, the contractor must notify the COR, 24 hours in advance of scheduling work outside of the hours of operations outlined above. 2.3 Place of Performance: The work to be performed under this BPA will be performed in the Sterile Processing Service (SPS) at both campuses in the Lexington VA Health Care System. 2.4 Security Requirements: Upon arrival to site; contractors must check in at the Kiosk machine located at the information desk at the main entrance, in-order to get a temporary badge assigned. Temporary badges are valid for one day only. General Contractor employees shall not enter the project site without appropriate badge. They may also be subject to inspection of their personal belongings when entering or leaving the project site. Sterile Processing Service (SPS) is a secured area, staff liaison will be assigned to escort contractor for scheduled install and maintenance visits. Contractor must check-in at SPS administrative office upon arrival. All scheduled install work and scheduled maintenance should also be approved by the COR and using service well in advance (excluding emergency calls). Contractor work outside of administrative hours shall also be scheduled with the COR. Contractor shall sign-in/out at the Police dispatch for all work outside of normal business hours. All employees of General Contractor and subcontractors shall comply with the VA s security management program and obtain permission of the VA police, by identity of project and employer, and restricted from unauthorized access. No photography of VA premises is allowed without written permission of the Contracting Officer (CO). Key Control: No keys will be issued for this requirement. 2.5 INFECTION CONTROL: The contractor shall be responsible for ensuring infection control measures are in place during installation and maintenance procedures. Any work creating dust or debris will require containment to prevent contamination. Contractors will be required to dress out prior to entering controlled sterile processing areas. Dress out attire is provided for use at the entrance of each of these areas. 2.6 PHYSICAL SECURITY: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. 2.7 PARKING: Parking in the VA garage is prohibited. There will be no assigned spots for the contractor, however, designated parking spots for service contractors and venders is available at the rear of the facility. These said spots are on a first come first serve basis. Contractor is to contact COR if no parking is available to make other arrangements. Contractor to limit vehicles on site to no more than two , since space is limited. 2.8 STORAGE: Storage is only permitted in designated areas, no areas have been defined in this SOW, any such areas needed must be submitted to COR for approval. 2.9 GOVERNMENT FURNISHED PROPERTY: Any Government furnished property (additional from existing) or labor needed for systems maintenance, such as installation or modification to plumbing, electrical, architectural components shall be clearly delineated in contractor s quote. 3.0 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, will conduct quarterly meeting with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government and may be conducted telephonically. 3.1 Contracting Officer Representative (COR): The (COR) will be identified by separate delegation letter. The COR will be responsible for monitoring all technical aspects of this BPA and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the BPA by conducting inspections as necessary in connection with contract performance: maintain written and oral communications with the contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. 3.2 Critical Water (RO) minimum requirements at Point of Use (POU): Hardness: < 1 mg/L Conductivity (mg/L = ppm): < 10 S/cm PH:5-7 Chlorides: < 10 mg/L Bacteria: < 10 cfu/mL Endotoxin: < 10 EU/mL END OF SOURCES SOUGHT NOTICE