Combined Synopsis Solicitation Northampton VAMC Sterile Processing Water Testing & System Maintenance (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is 36C24124Q0660 and the solicitation is issued as a request for quotation (RFQ). (iii) A statement that the solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05. (iv) This requirement is being issued as a small business set-aside. The associated NAICS 541380 and small business size standard is $19 million. (v) The Government intends to award a firm-fixed price award for Sterile Processing Water Testing & System Maintenance at the Northampton VAMC. Please see the attached Performance Work Statement for full requirement details. Please complete the Price Schedule below and submit with the quote submission. (vi) The Contractor shall provide all resources necessary to provide Sterile Processing Water Testing & System Maintenance IAW the attached (Performance Work Statement). Please see the attached PWS for full requirement details. (vii) The Place of Performance is Northampton VAMC as described per the (Performance Work Statement). (viii) Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018); 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items, applies to this requirement. Site Visit: Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. Note: Offers received after the due date and time shall not be considered. (2) Offerors shall submit their quotes electronically via email to tnauri.woodbridge@va.gov. (3) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. All pages of the quote shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Evaluation Process: Award shall be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Offeror quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government is not obligated to determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, and use other techniques associated with FAR Part 15. The Government shall award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation shall be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price (Follow these instructions): Offeror shall complete Attachment 1 - Price Schedule, with offerors proposed contract line item prices inserted in appropriate spaces. Past Performance: Offeror shall utilize Attachment 2 Past Performance Worksheet to provide at least one (1) but no more than (3) references of work, similar in scope and size with the requirement detailed in the (Performance Work Statement). References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work. The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources. Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the (Performance Work Statement) in a timely efficient manner. Contractor shall demonstrate their corporate experience and approach to meet all requirements stated in the (Performance Work Statement). Contractor shall demonstrate that their technicians meet the qualification standards stated in the (Performance Work Statement). If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort. SAM: Interested parties shall be registered in 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 in sufficient time to meet the VA s requirement will be ineligible to receive a government contract. This determination will be at the discretion of the Contracting Officer. 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. This determination will be at the discretion of the Contracting Officer. Interested parties with no prior VA contracts can request a Form 10091 at any time. (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy. (xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.204-16 Commercial and Government Entity Code Maintenance (JUL 2016); 52.219-6 Notice of Total Small Business Set-Aside; 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013); 852.203-70 Commercial Advertising (MAY 2008); 852.232-72 Electronic Submission of Payment Requests (NOV 2018) Subcontracting Commitments - Monitoring and Compliance This solicitation includes VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18, 52.232-33, 52.222-41, 52.222-43 (Wage Determination Applicable (Manchester 2015-4019 Rev 23 posted on beta.sam.gov) (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due 2-July- 2024 by 12:00 PM EST. RFQ responses must be submitted via email to: tnauri.woodbridge@va.gov. Hand deliveries shall not be accepted. (xvi) The POC of this solicitation is Tnauri.Woodbridge@va.gov) ATTACHMENT 1 PRICE SCHEDULE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Sterile Processing Water Testing & System Maintenance 1.00 ____________ __________________ 1001 Sterile Processing Water Testing & System Maintenance 2001 Sterile Processing Water Testing & System Maintenance 3001 Sterile Processing Water Testing & System Maintenance 4001 Sterile Processing Water Testing & System Maintenance GRAND TOTAL __________________ ATTACHMENT 2 PAST PERFORMANCE WORKSHEET 1. Name of Contracting Activity, Government Agency, Commercial Firm or other Organization: 2. Contracting Activity Address: 3. Contract Number: 4. Date of Contract Award: 5. Beginning Date of Contract: 6. Completion Date of Contract: 7. Contract Value: 8. Type of Contract: 9a. Technical Point of Contact: 9b. Contracting Point of Contact: Name: Name: Title: Title: Address: Address: Telephone: Telephone: Email: Email: 10. Place of Performance: 11. Description of Work (Use a continuation sheet if necessary): 12. List any commendations or awards received: 13. List of Major Subcontractors: ATTACHMENT 3 STATEMENT OF WORK 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
