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Combined Synopsis/Solicitation Notice SUBJECT Water Leak Detection GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE 90815 SOLICITATION NUMBER 36C26224Q0018 RESPONSE DATE/TIME/ZONE 10-13-2023 16:00 PA... Combined Synopsis/Solicitation Notice SUBJECT Water Leak Detection GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE 90815 SOLICITATION NUMBER 36C26224Q0018 RESPONSE DATE/TIME/ZONE 10-13-2023 16:00 PACIFIC TIME, LOS ANGELES, USA ARCHIVE 40 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N SET-ASIDE Large PRODUCT SERVICE CODE B599 NAICS CODE 238220 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815 POINT OF CONTACT Marco Ramos Marco.ramos1@va.gov PLACE OF PERFORMANCE ADDRESS VA Prescott Healthcare System 500 Highway 89 North Prescott AZ POSTAL CODE 86313 COUNTRY USA ADDITIONAL INFORMATION AGENCY S URL URL DESCRIPTION AGENCY CONTACT S EMAIL ADDRESS EMAIL DESCRIPTION DESCRIPTION 1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. 1.a. Project Title: Water Leak Detection 1.b. Description: NAVAHCS medical center has witnessed an increase in water consumption, deviating from historic baselines and seasonal trends. The facility s water distribution consists of 20,000 feet of iron and steel pipe with an eight inch water main enters facility before scaling down to six and four inch diameter pipe. There are a total of 34 fire hydrants with approximately 42 post indicator valves and 60 shut off valves. 1.c. Project Location: VA Prescott Healthcare System 1.d. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26224Q0018. 1.e. Set Aside: This solicitation is issued as an Full and Open Competition after exclusion of sources. 1.f. Applicable NAICS code: 238220, Plumbing, Heating, and Air-Conditioning Contractors 1.g. Small Business Size Standard: $16.5 Million 1.h. Type of Contract: Firm Fixed Price 1.i. Period of Performance: One Year 1.j. Wage Determination applicable to this project: SCA WD 2015-5471 revision 20 Date: 7/20/2023 1.k. Request for Information (Questions) should be submitted via email no later than 16:00 PST Friday, October 13, 2023, to marco.ramos1@va.gov 2. Statement of Work 2.1. Objective. NAVAHCS medical center has witnessed an increase in water consumption, deviating from historic baselines and seasonal trends. The facility s water distribution consists of 20,000 feet of iron and steel pipe with an eight inch water main enters facility before scaling down to six and four inch diameter pipe. There are a total of 34 fire hydrants with approximately 42 post indicator valves and 60 shut off valves. 2.2. Background. Identify and locate distributions leaks (water) throughout the NAVAHCS campus. Surveying work should be conducted during normal business hours of M F 7:00AM 4:00PM, excluding holidays. Work shall minimize interruptions to hospital staff. If surveying or interruption of utility services is required, contractor shall notify POC. 2.3. Scope. a) Contractor to provide all labor, materials, tools, supervision, and equipment to develop a water distribution system leak detection audit. Work shall include: Locate location of pipeline leaks through acoustic, correlator, loggers, ground microphone and / or GPR detection services. II. Estimate severity (volume or rate of leak) of water leak. III. Submit a final report of leak detection, including a base map of surveyed network, total number of feet surveyed and a listing of leaks found. Leaks shall be listed in order of repair priority. Copies of NAVAHCS record drawings will be made available for contractor use; the contractor will verify the validity of the record drawings prior to the start of work. Blue staking is not conducted on federal property. The contractor shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the project. 3. Special Technical Requirements 1. Additional Service: Pot holing or hand digging may be required (due to the inability to detect historic, aging utility pipelines) to site verify utility location and / or leak location or magnitude. Archeological monitoring may be required (area dependent, see enclosed map) should soil disturbance be necessary. az.va_.prescott vamc.campus wide construction program.pa_.11mar2019.pdf (achp.gov) If remediation services (pipe repair, removal, replacement) are required, contractor shall submit estimated work scope in writing to Contracting Officer Representative. Contractor s proposal will be reviewed and evaluated against alternate firm proposals, prior to progressing with work. 2. Drawing Format: All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2021 or the latest version available to NAVAHCS. 3. Submittal Format: Submittals shall be submitted in electronic format only, unless specifically required to be in hard copy format as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/ . 4. Meeting Minutes: The contractor shall further provide meeting minutes for all meetings held under this contract 5. VA Standards: Contractor could access VA s technical library on the internet at if they need to know more about VA Standards. http//www.cfm.va.gov/til/ 6. Codes: The following codes and criteria shall be utilized to the extent applicable. The contractor should have personal copies of these documents for use during the project. The contractor shall make the COR aware of any conflicts between these documents and VA Handbooks, as applicable to this project, and obtain a decision. NFPA 99 Health Care Facilities ICC International Building Code IAMPO International Plumbing Code ASHRAE Fundamentals Handbook OSHA Standards for General and Construction Industry 7. Contractor is encouraged to perform a facility visit, prior to Pre Award. 8. Contractor to provide a responsible party (Safety Officer, Quality Control or Superintendent) that possess current OSHA training; and be present during work activities. 9. Contractor to supply security plan, defining physical and administrative security procedures. Period of Performance. The period of performance will be One year 11/01/2023 10/31/2024. Federal Holidays New Year s Day January 1st Martin Luther King s Birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth June 19th 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 Christmas Day December 25th b. If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. ATTACHMENTS: Site Drawing: Water Distribution Steam Distribution Archeological Map VA INFORMATION SYSTEM SECURITY/PRIVACY CLAUSES GENERAL SECURITY REQUIREMENTS: Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS: A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. 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). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures comply with VA directive requirements. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR. Security Incident Investigation: 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. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract 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. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. Liquidated Damages for 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: Nature of the event (loss, theft, unauthorized access); Description of the event, including: date of occurrence; data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; Number of individuals affected or potentially affected; Names of individuals or groups affected or potentially affected; Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; Amount of time the data has been out of VA control; The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); Known misuses of data containing sensitive personal information, if any; Assessment of the potential harm to the affected individuals; Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and 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: Notification; One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; Data breach analysis; Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. SECURITY CONTROLS COMPLIANCE TESTING: On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. Training: All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Privacy and Information Security and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional information security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. INVOICES Payments 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