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. The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 541380, (H999) with a size standard $16.5 Million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing Sterile Processing Water Testing & System Maintenance at the Northampton VAMC. per the requirements below. Refer to the Performance Work Statement below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Performance Work Statement. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response 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 10 am EST, June 7, 2024. All responses under this Sources Sought Notice must be emailed to Tnauri.woodbridge@va.gov. 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. SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought. VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ Other available contract vehicles (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 PERFORMANCE WORK STATEMENT 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 PWS. 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. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Attachment 2 Statement of Work Edward P. Boland VAMC, Central Western Massachusetts Healthcare System 421 N Main Street Leeds, MA 01053 Performance Work Statement Sterile Processing Water Testing and System Maintenance Location(s):Edward P. Boland Campus, 421 N Main st Leeds, MA 01053 1 Overview 1.1 General Intent The Contractor shall provide professional services to include all labor, transportation, materials, apparatus, tools, equipment and permits necessary to perform the work in accordance with the contractual requirements. All work must adhere to VHA, OSHA, EPA, and Mass DEP standards 1.2 Contract Specific Requirements Sterile Processing Water Testing and System Maintenance After award, but prior to the start of any field work, the contractor shall contact the contract point of contact (POC) (e.g. Contracting Officer s Representative, COR) to review proposed methods and plans for the completion of the work. Please note the bidding requirements related to this solicitation to ensure the following requirements are met. The following shall be performed: 1. All monthly and lesser frequency (i.e. quarterly, annually, etc) testing required in accordance with (IAW) ANSI/AAMI ST108:2023. a. Test samples and complete reports shall be completed within 15 business days and be withing the same calendar month; collection shall be planned accordingly. Contractor must provide a monthly virtual meeting review of test results with results which will be uploaded to a contractor provided customer portal. i. Bacteria results shall be informally communicated within 10 business days of sampling. (If a Bacteria retest is required verbal results will be provided within 5 business days.) b. Invoices are accepted only after receipt of applicable reports are received. Reports shall include recommended FboNotice cause corrective actions c. Reports shall be provided summarizing compliant and non compliant results by locations as well as clarifying notes or recommended action, but include original lab reports and chain of custody as well as sample collection trip reports. Trip (or field service) reports shall include a brief summary of all testing and maintenance actions and timelines and dates including any noteworthy findings or recommendations. d. The locations identified in Table 1 shall all be tested IAW ANSI/AAMI ST 108 2. Contractor shall perform all monthly and lesser frequency disinfecting and preventative maintenance actions for the critical water system including softener system, reverse osmosis (RO) system, deionized (DI) water polishing system, UV filtration, filters, tributary, piping, and storage tank. a. This shall include membrane, filter changes, seal changes, cleaning/disinfecting, light change, chemical, resin, mineral and all other necessary actions. b. All maintenance required by OEM or within the guidance of ST108 shall be completed by the contractor including any specific means and methods outlined within these documents c. Trip/field report shall document all actions taken and be provided prior to invoicing. 3. Contractor shall supply and change Mechanical room filters (see Appendix B.1) in B166 quarterly. 4. Contractor shall permanently install proper sampling adapters, fittings and or valves (such as a needle valve) on the washer and two sterilizer critical water sampling ports which currently only have large ball valves insufficient for controlled sampling see appendix for current PVC fixtures. 5. Contractor is responsible for ensuring their personnel wear all required personal protective equipment (PPE). Contractor may utilize VA PPE supplies if they are appropriate for the onsite personnel, but the contractor is ultimately responsible for ensuring proper fitting PPE is available for its personnel and the VA shall not be liable for deficiencies or work stoppage resulting from PPE issue. 6. Contractor shall provide written instructions and recommendation for any daily or weekly requirements such as backflushing , regen , etc to maintain critical water quality. 7. Contractor shall conduct monthly meetings to review monthly water testing results and PM activities with results being uploaded to contractor-supplied customer portal. 8. Contractor must provide a 24-hour service call-in number with a maximum 2 hour response time. 9. Contractor s service technicians must have formal documented water quality systems training. 10. Contractor must perform regular audits of subcontractors. 11. Contractor must be ISO certified for Quality Management Systems Contractor may store ladder and other small equipment necessary onsite for convenience near the RO system in a tidy manner, but the VA shall not be responsible in any way for any materials stored. Table 1- Water Sampling Locations Location Description Water type 1 RO tank feeder RO 2 Pre-DI Polish DI 3 Post-DI polish DI 4 Post UV and final filter Front DI 5 Post UV and final filter Back DI 6 Sterilizer 1 DI 7 Sterilizer 2 DI 8 DI Sink 1 DI 9 DI Sink 2 DI 10 Washer Disinfector DI 11 DI Return DI 12 Sterilizer 1 Steam/Condensate 13 Sterilizer 2 Steam/Condensate 14 Pre-softener Potable 15 Sink 1 Hot Utility 16 Sink 1 Cold Utility 17 Sink 2 Hot Utility 18 Sink 2 Cold Utility 19 Sonic 1 Hot Utility 20 Sonic 1 Cold Utility 21 Sonic 2 Hot Utility 22 Sonic 2 Cold Utility 23 Washer Hot Utility 24 Washer Cold Utility Note scope to stall materials for critical water sampling at point of use. Note also the sonics and washer utility water is currently a standard ¾ hose connection and does not have sample ports. 1.3 General Scope Items The following is a list of general scope considerations: 1. All field work shall be scheduled at least 3 business days in advance with POC/COR. 2. The site shall be left clean of all debris and hazardous materials daily. 3. Coordinate with VA CWM HCS GEMS coordinator for the signing of the waste manifests or management regulation. 4. Submit, to the COR product data and work plan for all materials prior to utilization. 1.4 Site Access and Management Requirements The contractor shall be solely responsible for the management, including all associated labor, equipment, materials, shipping, and inspection, to meet the requirements of the project. The contractor must have the following additional requirements before working on site: 1. Contractor badge, if issued, must be obtained and visibly worn by contractor or representative at all times while on campus. These requirements are applicable to all contractor employees and subcontractors working in and around campus building unless stated otherwise by COR. The contractor is ultimately responsible for the behavior of employees and subcontractors. Any waste generated shall be properly disposed of and documented by the contractor. Questions or concerns shall be addressed with the COR. 1.5 List of Attachments The following list of documents are attached to this PWS for Contractor use as necessary: 1. Original maintenance and operations guide for the RO system 2. Modified RO system with DI polishing maintenance and operations guide. 3. Modified RO system schematic 2 Submittals The contractor shall provide the following submittals as soon as they are available or by the required date(s) communicated by the COR: Their proposed SOP for testing and maintenance. 60 day look-ahead schedule (provided monthly) Safety Data Sheets (SDS) 3 Proposed Schedule All on-site work (including cleanup) shall take place during the following times, unless otherwise approved by the COR: 08:00-16:00h Monday through Friday Off-hour work for activities impacting normal operations or scheduling conflicts are generally 17:00 06:00 Monday- Friday and anytime Saturday and Sunday. Holidays excepted unless other times are arranged in advance and approved in writing by the COR. 4 Bidding Requirements Contract line items shall be bid as follows for a 1-year period: 1. Monthly water preventative maintenance and disinfection cost and water testing costs (see Table 1- Water Sampling Locations). (i.e. standard monthly invoice) a. This shall include all materials necessary to sustain the system from softener to final filtration and storage. 2. Semi-annual (6 month) domestic water filtration replacement 3. Mobilization unit cost for unplanned visits 4. One time system disinfection cost (do not include mobilization) 5. Sampling and re-testing unit cost per location (do not include mobilization) 6. Emergency system repair/modification cost up to $20,000 7. One time cost to install adapters/valves necessary to collect DI samples from the washer and 2 sterilizer feeds. The bidder shall include a detail plan to meet solicitation requirements including but not limited to: 1. Sampling methods and practices 2. Transportation 3. Adherence to timelines 4. Planned maintenance specific to CWM infrastructure 5. Contractor shall have ST108 Certification documentation and demonstrable understanding of ST 108. 6. Applicable certifications and qualifications relevant to the planned work 7. Testing facilities intended for use during the contract. a. Contractor must use approved laboratories that have demonstrated certification and accreditations with the National Environmental Laboratory Accreditation Program, United States Department of Defense Environmental Laboratory Program (DoD ELAP), American Association for Laboratory Accreditation (A2LA), United States Environmental Protection Agency (USEPA), International Organization for Standardization (ISO) 17025, or individual State regulatory program. 8. Contractor must submit a sample of a water quality plan implemented for a similar facility Evaluation of bids shall be based on: 1. Completeness and specificity of contractors plan to adhere to all requirements outlined herein and outlined bid documents required. 2. Evaluation of the unit price of line items one through five. The evaluation ideal bidder shall have the lowest price based on QTY 12 of CLIN 0001, QTY 2 of CLIN 0002, QTY 3 of CLIN 0003, QTY 1 of CLIN 0004, QTY 10 of CLIN 0005, and QTY 1 of CLIN 0007. 4.1 Parking Parking is rigidly controlled throughout the Medical Center. Contractor parking is only allowed in designated areas (subject to change). Parking in designated patient parking areas is strictly prohibited. Parking on grass is also prohibited. Parking for equipment necessary to perform the work will be authorized in advance of starting the project. Parking passes will be issued by the COR when necessary. 4.2 Storage of Equipment and Materials The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be given to the contractor for their storage needs. Additionally, a contractor trailer is NOT permitted for this project. The Contractor should schedule delivery of materials to limit the amount of storage space and time. The warehouse CANNOT accept, or store, deliveries associated with a contract and not purchased directly by the VA (i.e. no drop-shipping contract supplies). 4.3 Debris Removal The Contractor/Installer shall be required to remove waste materials and debris daily (unless otherwise authorized by COR) from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. 4.4 Site Utilities In the event a shutdown, restriction, or interruption of any utility services is required, a written request must be submitted (at least 14 calendar days in advance) and approved by the VA COR. All utility shutdowns must be reviewed and approved by the VA. 5 Material and Workmanship Quality All materials and workmanship shall comply with all codes, standards, and requirements of all Authorities Having Jurisdiction (AHJ). All work shall be done in accordance with contract terms and conditions and in a professional manner according to the best trade practices and to the satisfaction of the COR. This includes work performed by subcontractors. Appendix A-Critical Water Test Locations B.1 Domestic Filtration Appendix B System Details B.2 Water Softener B.3 RO System B.4 DI Polishing System B.5 UV and Final Filtration B.6 Other System Images **************** End PWS ****************
