Question and Answers_36C4127Q0016 FINAL.xlsx
XLSX spreadsheet 15 KB Posted
- Solicitation number
- 36C24127Q0016
About this file
This file is a Questions and Answers document for solicitation 36C24127Q0016, addressing inquiries from potential offerors regarding the Water Management Program and Chemical Testing Services contract for three Veterans Affairs campuses (Jamaica Plain, West Roxbury, and Brockton). The government clarified critical requirements including laboratory location specifications (must be located within the contiguous United States east of or within Minnesota, Iowa, Missouri, Arkansas, and Louisiana), on-site personnel presence requirements (contractor presence required only on sampling days and scheduled meetings), and personnel qualifications (>5 years of water sampling experience required, no specific operator license mandated). Key service delivery parameters include on-site measurement of chemical parameters (pH, total alkalinity, conductivity, and total hardness) with laboratory testing for heterotrophic plate count and endotoxin, mandatory resampling response time of within 2 business days during business hours (0730-1600, Monday-Friday), and compliance with AAMI ST108 criteria for out-of-range result validation.
The government established that contractors must provide and operate their own web-based data management system at no cost to the government, with compliance required for all federal IT regulations and VA IT approval. The contract is brand new with no incumbent contractor, covering 12 monthly testing rounds and four quarterly testing rounds, with billing monthly in arrears. The anticipated performance period base year runs March 1, 2027 through February 29, 2028, with Current Wage Determination 2015-4047 Rev. 35 dated 08/17/2026 applicable. The contractor is responsible for sample shipping costs included in quoted prices, and each fixture at sampling locations must be sampled individually with resampling quantities built into pricing on a per-sample basis. One consolidated Water Management Plan covering all three campuses is acceptable, and quarterly Water Management Team meetings may be held remotely.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C24127Q0016 0001.docx | DOCX document | |
| STERILE PROCESSING SERVICE WATER MANAGEMENT PROGRAM SOW V.2.docx | DOCX document | |
| 36C24127Q0016.docx | DOCX document |
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Sheet1
| Questions and Answers | |
| Solicitation 36C24127Q0016 Water Management Program | |
| Amendment 001 | |
| Question | Answer |
| 1. Laboratory location. The evaluation factors call for a primary testing laboratory located near Boston. If all samples are collected on-site by dedicated personnel and shipped under chain of custody with temperature control, will the Government accept an accredited laboratory (EMLAP, NELAP or equivalent) located in the western United States as meeting this factor? If not, what maximum transit time or distance does the Government consider acceptable? | Laboratory Location: The Offeror's laboratory shall be located within the contiguous United States and east of, or within, the states of Minnesota, Iowa, Missouri, Arkansas, and Louisiana. Laboratories located in Minnesota, Iowa, Missouri, Arkansas, Louisiana, or any state east thereof are acceptable. |
2. On-site analysis and continuous monitoring. (a) May the chemical parameters (pH, total alkalinity, conductivity and total hardness) be measured on-site by the contractor with calibrated instruments, with heterotrophic plate count and endotoxin sent to the accredited laboratory? (b) The SOW states that continuous monitoring equipment is not included. Does the Government want quoters to propose continuous monitoring stations at the SPS water points, or is that outside this requirement? If it is in scope, which points does the Government have in mind? (a)Yes (b) We don’t need continuous monitoring, we already have that service in place.
3. On-site presence. Does the Government require a contractor representative on-site every day, or only on the days water samples are collected and for the scheduled meetings, verification and training? The contractor shall be present on-site on the days water samples are collected and for scheduled meetings, verification and training.
4. Personnel qualifications. Must the water management expert, or the on-site tester, hold a water or wastewater operator license (state or other), or any other specific credential? If so, which license or certification, and for which state? There is no license needed, but having >5 years of experience in water sampling will be needed.
5. Data platform. Which existing web-based data management system will be used, and will the contractor be given access and any needed licenses at no cost? The contractor has to give us a data management system, we don’t have one yet. Contractor will be required to comply with all federal IT regulations and will need to work with appropriate departments to get approved for a website that we are able to access.
6. Sampling scope. Please confirm that the monitoring points and frequencies in the three campus tables (Jamaica Plain, West Roxbury, Brockton) are the complete baseline, and whether any additional points are expected beyond them. Additional samples will be expected based on results, if a result is out of range, that will need to be resampled ASAP
7. Shipping. Should sample shipping or courier cost be included in the quoted price? Yes
| 8. Price page. Section 52.212-1 refers to both page 2 and page 3 for the pricing schedule. Which page is to be completed? | There is a chart on pages 2-3 for pricing information. |
| 9. Included resampling quantities | |
| Please specify the quantity of additional critical-water, utility-water, and steam samples to include per contract year beyond the scheduled baseline testing, and the testing panel for each sample type. Do these quantities apply separately to each campus or collectively across all three campuses? If no cap is intended, please provide historical annual resampling quantities by sample type for pricing purposes. | We don’t have historical data because we have not started this testing yet, this will be the first time testing for all these samples. We need quotes built in with as many samples as we may need for retesting, based on per sample price. All campuses will need resampling based on which test results are out of range. |
| 10. Validation of out-of-range results | |
| Please confirm the expected validation sequence when a result is out of range: an initial resample to determine whether the result reflects a sampling error or an actual water-quality issue, followed by corrective action and follow-up testing if the issue is confirmed. For clearance after corrective action, is one compliant sample sufficient, or are two additional samples required under the applicable AAMI ST108 criteria? | All resampling will follow AAMI ST108 criteria |
| 11. Response times for unscheduled retesting | |
| May unscheduled retesting be coordinated during the stated business hours of 0730–1600, Monday through Friday, based on facility access and laboratory availability? If a mandatory response time or after-hours coverage is required, please identify the applicable requirement. | Mandatory response time of resampling to be done within 2 business days, during business hours. |
| 12. Water classification in the charts | |
| The campus charts use “Utility Water” in the column headings, including for critical-water and steam testing. Please confirm that “Utility” was included in error and that the headings should read “Water Quality Measurements,” “Water Quality Requirements,” and “Testing Frequency.” | Yes, utility should not be read for critical water and steam testing |
| 13. Reporting and turnaround | |
| Are standard laboratory turnaround times acceptable? Please identify any required deadlines for final reports and notification of out-of-range results. May the contractor consolidate laboratory results into the required single-page summary? | Yes |
| 14. Web-based data management | |
| Please identify the existing web-based platform referenced in the SOW. Will VA provide contractor access and the necessary licenses, or should the quotation include a new platform and subscription costs? | Quote should include new platform and costs and contractor will need to work with VA IT. |
| 15. WMP delivery and meetings | |
| Is one WMP covering all three campuses acceptable, or are three separate plans required? Please confirm the WMP completion timeframe and whether quarterly Water Management Team meetings may be combined across campuses and held remotely. | One plan for all 3 campus. Remote meetings are fine. |
| 16. Laboratory accreditation | |
| Please confirm the acceptable laboratory accreditations and whether accreditation must cover each required analyte and test method. May the required testing be performed by multiple laboratories with the applicable accreditation coverage? | see SOW |
| 17. Performance period and billing | |
| Please confirm the intended base-year start and end dates, as the SOW lists April 2026–April 2027 while quotations are due October 30, 2026. Does the annual scope include 12 monthly testing rounds and four quarterly testing rounds? Please confirm whether billing will be monthly or quarterly and whether invoices may be submitted at the beginning of each billing period or must follow completion of that period’s services. | Billing will be monthly in Arrears. Anticipated POP of Base year is March 1, 2027 - February 29,2028. |
| 18. We are performing independent research on the Combined Synopsis/Solicitation (36C24127Q0016). We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number and what the total contract value was? | This is a brand new contract for services. |
| 19. Sample count. Some location codes on the testing charts cover more than one fixture. At Jamaica Plain, for example, WC-5140 covers Medivators 1-8, and MB-2570 covers several sinks and two ultrasonic cleaners. Should each fixture be sampled, or one sample per location code? If you have an estimate of samples per year, that would help too. | Each fixture need to be sampled. No estimate, this is a new contract. |
| 20. Data platform. The statement of work says the existing web-based system will be used, and also that the contractor will set one up. Will VA provide the platform, or should the contractor? In the last round, the contractor supplied it. | Please see questions 14 and 5 with my answers. |
21. Chemistry testing. In the last round (36C24126Q0215), the answer was that pH, conductivity, alkalinity and hardness are tested on site, with lab checks as needed. Does that still apply? And does the accreditation requirement cover those on-site readings, or only lab tests like bacteria counts (HPC) and endotoxin? Yes and yes
22. Wage rates and start date. The solicitation includes the Service Contract Act clause (FAR 52.222-41) but no wage determination, and the statement of work still shows an April 2026 start. Could you send the wage determination and the expected start date? Current Wage Determination 2015-4047 rev. 35 dated 08/17/2026 is applicable to this requirement. The POP is estimated to begin March 1, 2027.
23. The SOW requires re-testing for out-of-range results and a validation strategy "outside of baseline stated in above chart," but the price schedule has only one annual line per year. How should re-tests and additional validation testing be priced, and what was the historical number of re-tests per year? see above answers, I answered this already
24. The SOW states the existing web-based data management system will be used, but also requires the contractor to implement and "provide, operate, and continue to customize" the web-based software. Will the Government provide access to the existing system (and who owns its license), or must the contractor furnish its own software? see above answers
25. Will the contractor perform the routine preventative maintenance and flushing of the critical water system, or only develop the program for VA staff to perform? Should the quarterly Water Management Team meetings be held on site at each campus or virtually? No, we have a contract for pm and flushing. Meetings can be virtual.
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