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INTRODUCTION The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 16, Central Arkansas Veterans Health Care System, North Little Rock, AR is issuing this sources sought synopsis a... INTRODUCTION The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 16, Central Arkansas Veterans Health Care System, North Little Rock, AR is issuing this sources sought synopsis as a means of conducting market research to identify parties having an interest in and the resources to support the requirement to provide a small water system program that includes preventative actions, monitoring, equipment, sample collection, sample preparation, packaging, transportation, and analysis to include providing all labor, onsite personnel, and supervision for the operation of the John L. McClellan Memorial Veterans Hospital in Little Rock, AR and the Eugene Towbin Medical Center in North Little Rock, AR, together known as Central Arkansas Veterans Healthcare System (CAVHS). The intent of this notice is to identify interested sources and their respective socio-economic group. Responses to this sources-sought notice/market research may be used to issue the requirement as set-aside for small businesses or procured through full and open competition. However, the primary purpose of this notice is to identify potential Service-Disable Veteran-Owned Small Business (SDVOSB) and/or Veteran-Owned Small Business (VOSB) companies that can fulfill this requirement. PLACE OF PERFORMANCE: The John L. McClellan Memorial Veterans Hospital in Little Rock, AR and the Eugene Towbin Medical Center in North Little Rock, AR, DISCLAIMER This sources-sought is for informational purposes only. This is not a Request for Quote (RFQ) to be submitted. It does not constitute a solicitation and shall not be construed as a commitment by the government. Responses in any form are not quotes and the government is under no obligation to award a contract as a result of this announcement. No funds are available to pay for preparation of responses to this announcement. Any information submitted by respondents to this technical description is strictly voluntary. Responses will not be returned to the responder. Not responding to this notice does not preclude participation in any future solicitation, if any issued. If a solicitation is released, it will be synopsized through the Contract Opportunities webpage at SAM.gov | Home It is the responsibility of potential offerors to monitor the Contract Opportunities website for additional information pertaining to this requirement. ELIGIBILITY The applicable North American Industry Classification System (NAICS) code for this requirement is 541620 (Environmental Consulting Services) with a Small Business Size Standard of $16.5 Million. The Product Service Code is H946 (Other Qc/test/inspect- Water Purification and Sewage Treatment Equipment). CONTRACTOR S QUALIFICATIONS AND REQUIREMENTS: The Central Arkansas VA Healthcare System Water Management Program consists of three (3) main drivers: Public Potable Water System Requirements. Legionella and Scald Prevention Requirements. Specialty/Critical Water Systems for Medical Facilities. Water Management Program Conduct training as required for CAVHS staff. Attend Water Quality Committee Meetings upon request and present requested information. Facilitate and advise on continuous water monitoring to address and manage all water systems. Provide guidance, analysis, and management of the potable water test results from the continuous water quality monitoring systems and on-site water testing. Provide and maintain a web-based data management system. Verify that the continuous monitoring system and web-based data system is performing as designed on a monthly, quarterly, and annual basis thru testing, monitoring, and documentation of system performance. Continuous Water Quality Monitoring Potable water entering each building subject to VHA Directive 1061 shall be continuously monitored for incoming water pressure and the following characteristics: temperature, pH, dissolved solids, oxidant residual, and all other continuous monitoring parameters prescribed by the directive. All continuous monitoring will be made available in real-time in a web-based platform. All continuous monitoring equipment will be kept maintained and calibrated within acceptable standards to support potable water system reporting requirements The water temperature in hot and cold potable water distribution systems needs to be monitored continuously to determine if temperatures are within the established control limits Temperature monitoring must be conducted, at a minimum, in the following types of areas: incoming water supply to the building, hot water discharge at the hot water source equipment, Monitoring of Biocide in Treated Potable Water Provide a continuous water monitoring system that ensure CAVHS maintains concentrations of oxidant residual (Free Chlorine) necessary for inhibition of Legionella growth in the building water systems hot and cold-water outlets, and in compliance with Arkansas Public Water system rules Arkansas Public Water System Requirement Provide all continuous water monitoring required by the Arkansas Department of Health and the Safe Drinking Water Act IAW with system classification requirements at CAVHS North Little Rock and CAVHS Little Rock. WATER MANAGEMENT PROGRAM The work required for the execution and management of the data and information monthly for the CAVHS is listed as follows: Web-Based Data Management System Requirements/Specifications The software platform must meet the following minimum criteria: Software-as-a-Service (SaaS) enterprise-class platform specialized for building water systems. Capable of supporting manual data entry via computer and mobile devices, automatic uploading of all water and microbiological test results, documentation of water management plans and activities, and automated sensor monitoring Tables and graphs that can be plotted based on user selected time intervals and system parameters Administrative functionality to control user access rights, and automated alert notifications Data storage for a minimum of five years. Exportable data to excel and other formats. MONTHLY MAINTENANCE OF POTABLE WATER ANALYTICS (PWA) SYSTEMS The systems must be properly calibrated and maintained to ensure accurate and reliable performance on an ongoing basis. The Flat Monthly Fee for each system must include: Training. Monthly calibration and all supplies required for the calibration. Monthly refreshment of test reagents for the chlorine analyzer. All replacement parts for all portions of the continuous water monitoring system. All consumable parts for system components: Chlorine Analyzer reagents, tubing/cuvette kits, replacement cuvettes, check valve sets and check valve flushing kits Replacement probes for ORP Labor, travel and expenses. The following systems shall be maintained monthly: Water Monitoring Equipment Requirements Location Cold Hot JLM 1 1 LETC 1 1 18th Street Appt. 1 0 Pump House 1 0 Bldg. 6 1 0 Bldg. 15 1 0 Bldg. 22 1 0 Bldg. 39 1 0 NLR Bldg. 170 2 1 Total 10 3 GENERAL INFORMATION a. Quality Control. The successful Contractor shall develop and maintain a quality program to ensure services are performed in accordance with commonly accepted commercial practices. The successful Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. b. Quality Assurance. The COR will periodically evaluate the Contractor s performance to ensure that contracted services are received. The COR will evaluate the Contractor s performance through intermittent on-site inspections of the Contractor's quality control program and receipt of complaints from CAVHS personnel. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Government will also receive and investigate complaints from various customers located at CAVHS. The Government shall be responsible for initially validating customer complaints. The COR shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s). It is expected that the Contractor will visit the site bi-annually for inspection and review. c. Government Remedies. The contracting officer shall follow FAR 52.212.4, Contract Terms and Conditions-Commercial Items (NOV 2021), for Contractor s failure to perform satisfactory services or failure to correct non-conforming services. d. Conformance Standards. Contract service shall ensure that all work is performed in accordance with Joint Commission, DNR, EPA, DOT, OSHA, and governing federal, local and state regulations, and guidelines. Copies of the Contractor's state, local and federal permits and licenses MUST be provided to the CO with the signed quote as noted the addendum to FAR 52.212-1. CONTRACTOR S RESPONSIBILITY: a. 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. b. 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. c. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created during 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 enough technical documentation to permit understanding and use of the records and data. d. Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system. The agency must report promptly to NARA in accordance with 36 CFR 1230. e. 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 Central Arkansas Veterans Healthcare system 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). f. 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 Central Arkansas Veterans Healthcare system guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Central Arkansas Veterans Healthcare system policy. h. The Contractor shall not create or maintain any records containing any non-public Central Arkansas Veterans Healthcare system information that are not specifically tied to or authorized by the contract. i. 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. j. The Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system 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. k. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take [Agency]-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. INSURANCE: a. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and occupational disease statutes. b. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. c. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000. d. Pre-work Orientation: 1) In accordance with Joint Commission, the Contractor will attend a pre-work orientation meeting prior to the commencement of work on site. The VA will schedule this meeting and it will include discussion of the following topics: 2) Fire and Safety. 3) Infection control. 4) Disaster procedures. 5) Transportation routes and general information on the project. 6) Other topics deemed necessary. 7) The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above. TECHNICAL REQUIREMENTS: The Contractor shall schedule and perform all service at CAVHS in accordance with the contract, frequency, and work schedule; the approved Contractor Quality Control Plan; and the required reports in accordance with the Deliverables section. All areas, which are involved in the collection and disposal services, shall be maintained in a neat, clean, uniform, and safe condition at all times. All power equipment shall be operated within the safety parameters as defined by OSHA. Equipment shall be operated with particular care when near pedestrians. Equipment shall be in working, safe, and good mechanical condition to operate on government property. There shall be no visible oil or chemical spills due to contractor carelessness or inadequate equipment. Areas damaged by the Contractor shall be repaired to meet the appearance of the surrounding area to the satisfaction of the COR at no additional cost to the Government. SECURITY REQUIREMENTS. a. Physical Security. All vehicles/trucks utilized service must be properly identified with Contractor name. b. Contractor Personnel. Contractor personnel must wear a common uniform or identification with the Contractor s name printed in neat and professional manner to be easily visible and readable. c. Information Security. The Privacy Officer, Info Security Officer, and Records Manager s statements: 1) The contractor will not have access to VA computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. 2) Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified. 3) Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4) 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 by the Freedom of Information Act. 5) Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6) The Government Agency owns the rights to all data/records produced as part of this contract. 7) The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver enough technical documentation with all data deliverables to permit the agency to use the data. DELIVERABLES: a. Permits Needed - Offeror must submit copies of all current permits required in the normal operation of its business. b. Evidence of Insurance Coverage Offeror must provide evidence of insurance coverage/certificate of insurance. APPLICABLE DOCUMENTS, STANDARDS, LAWS AND/OR REGULATIONS. The following are a list of various applicable standards, policies, regulations, and/or governing bodies. This list is not all-inclusive; therefore, it is the responsibility of the contractor to ensure all applicable standards, policies, regulations, and/or governing bodies not listed here are adhered to. Furthermore, contractor is responsible to adhere to all current applicable standards, policies, regulations, and/or governing bodies. a. VHA Directive 1061 Prevention of Health Care-Associated Legionella Disease and Scald Injury from Water Systems: https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=9181 If you will be subcontracting, please indicate which company(ies) are you contemplating. In addition, if subcontracting, what percentage of the job will be performed by the subcontractor(s). Responses to this notice shall include company/individual name, a service capability statement, examples of similar performances which you have provided services to, DUNS number, address, point of contact. Contractors should provide their size status for the above references NAICS code. (i.e. small, large) and whether they are certified SDVOSB, VOSB, HUBZone, 8(a), women-owned concern and /or SB. Standard company brochures will not be considered enough response to this Source Sought. Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner? Yes ___No ___ If yes, please identify which companies are considering a Joint Venture and the ownership of each company. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services that are registered under the same or a related NAICS code with the Center for Veterans Enterprise (CVE); Provide the certification type (SDVOSB/VOSB), Federal Identification Number, and state of incorporation for each. It is anticipated that the contract will be a Firm Fixed Price with a base period and 2 option periods of twelve (12) months each. All data received in response to this Sources Sought that is marked or designated as corporate or proprietary will be fully protected from any release outside the Government. Interested parties are requested to submit a capabilities statement, information requested and answers to all questions indicated. The deadline for response to this request is no later than, January 27, 2023 at 8:00 am Central Standard time. All responses under this Sources Sought Notice must be e-mailed to arlene.blade@va.gov Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. The Government is not committed nor obligated to pay for the information provided, and no basis for claims against the Government shall arise as a result of a response to this Sources Sought.