B533--Reverse Osmosis System Service Plan Base +4

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS: 334513 (Water quality monitoring and control systems manufacturing) with a size standard 750 Employees. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Reverse

Osmosis Water Treatment System Service at the Bedford VAMC per the Statement of Work below. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 1:00 PM EST, 25 January 2024. All responses under this Sources Sought Notice must be emailed to Timothy Felix at Timothy.Felix@va.gov with RFQ #36C24124Q0236 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #:Â___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this source sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ SOCIO-ECONOMIC STATUS: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered, and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 STATEMENT OF WORK with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ STATEMENT OF WORK PREVENTIVE & CORRECTIVE MAINTENANCE OF THE REVERSE OSMOSIS WATER SYSTEM General Information: This is a service agreement with Hydro tech to provide maintenance and repair the reverse osmosis system. It is located at the Bedford VA Medical Healthcare System, 200 Springs Rd, Bedford, Ma 01730. Type of Contract: Firm Fixed Price Service Contract Base plus 4 Place Of Performance: VAMC Bedford, 200 Springs Road, Bedford MA 01730 Performance Period: 01/31/2024- 01/30/2029 Contract Transaction Number: TBD Scope of Work Requirements for Equipment: EQUIPMENT IDENTIFICATION: The Bedford Medical Center currently installed the Hydrotech Water Solution- Ameri water RO System, model# 00HC-2024-AAMI. This system is designed to provide water of an acceptable quality for medical instrumentation reprocessing, the process of disinfection and sterilization of medical instruments. This system requires monitoring and periodic/preventative maintenance to uphold an operational status and to function at the parameters that is required by SPS guidance. The operational manual states that the DI resin, membrane, and carbon cartridges are non-durable components and will need to be exchanged periodically. Also, to provide emergency support to troubleshoot, service, and repair in the malfunction or inoperative of the RO system. OPERATIONAL UPTIME - REQUIREMENTS: The RO system shall be operable and available for use 98% of the normal operating hours of the equipment as detailed in paragraph 13, HOURS OF COVERAGE. Downtime will be computed from notification of problem during normal work hours. GUARANTEED RESPONSE TIME: The vendor shall provide on call services to include labor costs. The vendor will be able to respond to fix issues within four (4) hours. The vendor shall supply minor parts and materials ($500 per occurrence) as needed for necessary upgrades, replacement, and repairs. SCOPE: The vendor shall provide preventive maintenance and inspection as well as emergency troubleshoot and repair services. The preventative maintenance (PM) will need to be at a minimum of twelve visits during a fiscal year. These visits will incorporate the required maintenance of monthly, quarterly, annually, and as needed. The vendor shall perform these as stated in the guidance of the Ameri water RO3 / RO4 models operation manual. The vendor will be responsible to provide the required services, materials, filters, antiscalant, and equipment in performing the PMs. The vendor will be allowed to store a small number of various filters, antiscalant, and materials onsite at the location of the RO system for current and future PM services. During each visit the vendor shall perform inspection of the RO system, components of the system, and filters. Monitoring should include, but not limited to filter cartridge, antiscalant, carbon absorption, reverse osmosis, deionization, ultrafiltration, water distribution and storage, and ultraviolet irradiators. The vendor shall provide action and services to ensure and correct any issue from the inspection/monitoring that is out of spec for the requirement of the SPS regulation. 5 APPLICABLE DIRECTIVES AAMI TIR34: Water for the reprocessing of medical devices. PREVENTIVE MAINTENANCE: The vendor shall provide preventive maintenance and inspection as well as emergency troubleshoot and repair services. The preventative maintenance (PM) will need to be at a minimum of twelve visits during a fiscal year. These visits will incorporate the required maintenance of monthly, quarterly, annually, and as needed. The vendor shall perform these as stated in the guidance of the Ameri water RO3 / RO4 models operation manual. The vendor will be responsible to provide the required services, materials, filters, antiscalant, and equipment in performing the PMs. The vendor will be allowed to store a small number of various filters, antiscalant, and materials onsite at the location of the RO system for current and future PM services. During each visit the vendor shall perform inspection of the RO system, components of the system, and filters. Monitoring should include, but not limited to filter cartridge, antiscalant, carbon absorption, reverse osmosis, deionization, ultrafiltration, water distribution and storage, and ultraviolet irradiators. The vendor shall provide action and services to ensure and correct any issue from the inspection/monitoring that is out of spec for the requirement of the SPS regulation. 6 PERFORMANCE REQUIREMENTS A Corrective and Preventative Maintenance Checklist shall be provided for each inspection. The vendor shall submit the inspection report and preventative maintenance checklists to the facility via email within 48 hours after work completion. The vendor shall submit technician certification/licensure prior to work start. Copies of these are also to be submitted with the completed checklists. Vendor shall submit all necessary safety plans to include, but not limited to; equipment specific Lock-Out Tag Out procedures, Electrical Safety, plan and SDS for any chemicals used to the COR for approval prior to working at the Medical Center. Vendor shall schedule all site visits, to include emergencies, with the COR. Vendor shall furnish authentic parts from the equipment manufacturer and the recommendation from the operational manual. The determination of when to replace parts is at the recommendation of the technician, with the COR s concurrence. Additional service charges may be incurred to install parts during scheduled inspections or callbacks as specified in this agreement. Vendor shall operate on the premises during the hours of 0700 and 1630, unless otherwise authorized by the COR. Vendor shall respond within 4 hours for all emergency call backs. Work sites shall be left in the same manner of cleanliness and order in which they were found. Vendor will provide their own waste disposal, if any. All vendor technicians performing work on site must report to Facility Service in Building 10 to the contractor badge check in/out room to sign in on the contractor log and get a Contractor badge. Badges must be returned, and log signed out prior to departing the premises. Vendor shall then coordinate with the COR prior to performing their work. Vendor shall perform preventative maintenance, inspections/monitoring, and emergency maintenance/repairs on the RO system in accordance with manufacturer s specifications and operational manual and must be an authorized Ameri water vendor. Preventative maintenance and inspection/monitoring shall meet the requirements of the equipment manufacturer. As a minimum, this shall include but not be limited to the following list of tasks: Ensure unit is operating within parameters (see operational manual). Check carbon filter checks to ensure system has less than 0.1 mg/L of total chlorine. Perform a disinfection of the unit every 2 months. Perform product water bacteria and endotoxin testing TIR 34 protocol. Replace Carbon Block Filters (when total chlorine > 0.1 mg/L, pressure drop is > 10 psi greater than the originally recorded value, or at least every 2 months) Ensure float switches are in good health by draining tank and unthreading from tank. Inspect to prevent being stuck closed / open. Perform feed and product water AAMI analysis. Check feed and product water quality calibration. Replace Ultra filter (as needed or at least yearly). Membrane cleaning, if > 10% loss of product flow / > 10% rise in product conductivity. Replace membrane filter semi-annually or as needed. Monitor and add the proper antiscalant as needed for operation of the RO system. Check and replace UV lamps. Replace UV lamps every two years, after 18000 hours, or when intensity drops below 50% whichever occurs first. Clean and replace quartz sleeve as needed and in accordance with the operational manual. Clean and replace UV sensor as needed and in accordance with the operational manual. The quartz sleeve and UV sensor should be cleaned at the same time. Replace filters biannually or when pressure drop between outlet and inlet is greater than 10psi whichever occurs first. The vendor shall provide routine manufacture in accordance with manufacturer s specifications to include preventive maintenance 12 times a year. Personnel must always wear the proper personal protective equipment (PPE) to include a surgical mask. (Per recommend guidance of the Medical Center) Work done under this project must comply with infection control requirements. The contractor shall receive all deliveries of materials, equipment, tools, or other goods off station, and bring them to the job site. The Bedford VA shall not accept deliveries for project purposes. Special care will be taken to secure tools and construction equipment. LABOR & TRAVEL EXPENSES: All labor and travel conducted during normal business hours: Monday through Friday, 07:30 AM to 04:30 PM relative to VA s local time, (excludes VA holidays). The vendor shall provide service labor, materials, and parts necessary to support as needed and emergency calls for repairs and replacements. The vendor shall supply minor parts and materials ($500 per occurrence) as needed for necessary upgrades, replacement, and repairs. If cost exceeds the agreed upon limitation (>$500 per occurrence), then a list of repairs required as a result of the inspection will be provided with a cost proposal for the repair within 24 hours to the COR. CERTIFIED TRAINED TECHNICIANS AND KEY PERSONNEL: The scheduled maintenance and service calls shall be performed by Ameri-water trained personnel in accordance with the agreement. Technicians shall include fully qualified Facility Service Engineers (FSE) and a fully qualified FSE who will serve as the backup and show proof of competency, as shown by training conducted on said system. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in this statement of work. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance. Proof of training shall be provided upon demand and be immediately sent via fax, upon demand to the COR. All FSE s and technicians shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSE's. The COR and/or designated representative specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. It is anticipated that any hospital regulatory inspections (TJC, etc.) will have the vendor providing proof that they meet industry standards of quality, and traceable standards, as used to calibrate this device-system, at the time of the maintenance event. HOURS OF COVERAGE: Normal hours of coverage are Monday through Friday from 07:30 AM to 04:30 PM, excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer s Representative (COR). Preventive maintenance will be performed in accordance with manufacturer's recommendations. Preventive maintenance will be performed during normal hours of coverage or as agreed to by user and the COR. NOTE: - Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR or designated representatives. Government provides software/hardware upgrade/update. There shall be no additional charge for time spent at the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. Federal Holidays observed by the VAMC are: New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day Scheduled maintenance will be excluded from downtime. (Normal work hours are 07:30 AM to 04:30 PM, Monday thru Friday, excluding federal holidays). Operational Uptime will be computed during a month-long time period. Repeated failure to meet this requirement can subject the contractor to DEFAULT action. UNSCHEDULED MAINTENANCE (Emergency Repair Service): Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished. The COR or government designated representatives are authorized to request and approve service calls from the Contractor. Response Time: Contractor's FSE must respond with a phone call to the COR or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 2 hours after receipt of this second notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 07:30 AM to 04:30 PM, Mon. thru Fri., a 2-hour response means, if a call is placed at 8:45 AM., Monday August 10th; the FSE must start on-site service before 10:45 AM, Monday, August 10th. SCHEDULED MAINTENANCE: The Contractor shall perform Preventive Maintenance (PM) Service to ensure that equipment performs in accordance with Item 3, Conformance Standards. An outline of the PM procedures and schedule shall be provided to the COR or designated representative. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COR or designated representative at the completion of the PM (preferably in electronic format). The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. At minimum, the contractor will perform electrical safety testing in accordance with NFPA-00 standards. PM services shall include, but need not be limited to, the following: Cleaning of equipment. Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Section 2, Conformance Standards or the manufacturer's specifications. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. Inspecting, and replacing where indicated, all mechanical components which may include, but is not limited to: hardware, sensors, filters, and cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance. Returning the equipment to the operating condition. Providing documentation of services performed. Inspecting and calibrating the hard copy image device. PM Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage. All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designated representative. Service is to be requested and coordinated only through the designated COR, to be assured that it is covered within the scope of the contract (workday 07:30 AM to 04:30 PM typical), and so that records are available for inspection by accrediting organizations. Any services not coordinated by the COR will not be considered authorized and completed and will be considered to fail to meet the terms of the contract. Preventative Maintenance should occur in intervals in accordance to the OEMs recommendations and electronic service reports should be sent to VHABEDFORDCE@VA.Gov PARTS: The Contractor shall furnish and replace parts to meet uptime requirements. The Contractor has ready access to all Original Equipment Manufacturer (OEM) parts, including unique and/or high mortality replacement parts. All parts supplied shall be from the OEM. The contract is full coverage and shall include all parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. SERVICE MANUALS/TOOLS/EQUIPMENT: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer s (FSE) all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR and CO upon request. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section 3, Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The SPS report will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. Service reports must be sent to the COR or the requesting entity upon completion of each service issue. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: Name of contractor and contract number. Name of FSE who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. VA purchase order number(s) covering the call if outside normal working hours. Description of problem reported by the COR or designated representative. Identification of equipment to be serviced: Equipment Entry number, Manufacturer's name, Device name, Model number, Serial number, Any other manufacturer's identification numbers. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers), Materials and Circuit Location of problem/corrective action. Total Cost to be billed (if applicable - i.e., part(s) not covered, or service rendered after normal hours of coverage). Signatures: FSE performing services described. Authorized VA Employee who witnessed service described. NOTE: - Any additional charges claimed must be approved by the COR or designated representative before service is completed! REPORTING REQUIREMENTS: The Contractor shall be required to report SPS suite to check in with staff. This check- in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to check out with SPS staff and submit the ESR(s) to the COR or designated representative. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR or designated representative for an "authorization signature". If COR or designated representative is unavailable, a signed, authorized copy of the ESR will be left with the user. VA COR: PAYMENT: - Invoices will be paid in arrears on a quarterly basis. Invoices shall include at a minimum, the following information: Contract Number, Purchase Order/Task Order Number, Contractor Name, Item(s) covered (to include serial #'s) by the PMI and covered period of service. All invoices shall be mailed to the Department of Veterans Affairs Financial Services Center s address as follows: FMS-VA-1-650 P.O. Box 149971 Austin, TX 78714 ADDITIONAL CHARGES: There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: - The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the COR and/or designated representative (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish to the COR or designated representative a written estimate of the cost to make necessary repairs. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's come directly to the SPS area where staff unlock the RO room for them, while on the premises of the VAMC. The Contractor shall park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. MISCELLANEOUS Additional equipment may be added and/or removed throughout the life of this contract and shall be considered within scope. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Security Requirements: All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently always displayed while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. To obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state or local government agency. Escort will be provided as required in sensitive work areas. Records Management The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 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. 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. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. 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 sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. End of Statement of Work