Sources Sought 36C24225Q0111.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Reverse Osmosis System Lease with Maintenance and Water Quality Testing Service at Manhattan VA Medical Center.

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 14227

SOLICITATION NUMBER* 36C24225Q0111

RESPONSE DATE/TIME/ZONE 11-13-2024 6pm EASTERN TIME, NEW YORK, USA

ARCHIVE

RECOVERY ACT FUNDS

SET-ASIDE

PRODUCT SERVICE CODE* W099

NAICS CODE* 532490

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 2

POINT OF CONTACT*

Jacob.Burg@VA.gov

PLACE OF PERFORMANCE

ADDRESS

See below

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

1. This is a Sources Sought Notice

(a) The Government does not intend to award a contract based on this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this Sources Sought

Notice, any response will be treated as information only. It must not be used as a proposal. The

Government is seeking information for market research purposes only.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as

"proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office in Cheektowaga, New York for the purpose of collecting information about Manhattan VA Medical Center, Reverse Osmosis

System Lease with Maintenance and Water Quality Testing Service, 423 East 23rd Street New

York, NY 10010. The VA is seeking to provide for this requirement as of Estimated 1/1/2025 to establish a new service. The NAICS code identified for this requirement is NAICS Code 532490 and NAICS Size standard $40.0 million. The requirement is detailed in the Draft Statement of

Work section of this document.

(e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that can meet the requirements in the attachment and possess an interest in performing these services, are encouraged to email a capability statement and full information to

Jacob.Burg@VA.gov.

- Part of the purpose of this Sources Sought is to determine the viability of set aside to a specific socio-economic category(service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, SAM UEID, and address, point of contact and social-economic status.

If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small

Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government’s Procurement Strategy.

The following information is required for determining procurement strategy and viability of sources:

Set aside requirements have limitations on subcontracting. This service is in New York, NY. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work?

If your intention is to subcontract work, what tasks will be performed by you as the prime contractor?

What tasks will require a subcontractor due to your inability to perform them within your company?

How many years’ experience does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity?

How many jobs of this of this nature, of this scope and this complexity have you performed in the past five years?

How many certified/licensed technicians does your company currently employ?

- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

- Contractors shall identify pertinent point of contact for company, contractor SAM UEID number for size standard and socioeconomic verification in SAM and SBA certification database (VetCert), as well as for any intended subcontractors.

- Contractor must provide 2 to 3 instances of prior experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

- Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

- Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

- Contractors shall include any relevant comments about the Attachment(s) if applicable.

Below is the Limitation on Subcontracting – Certificate of Compliance Clause. Please complete this as part of your response.

852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for

Services and Construction.

As prescribed in 819.7011(b), insert the following clause:

VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR

SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) [X ] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified

VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified

VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) [ ] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-

74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United

States. The offeror further acknowledges that this certification is subject to Title 18, United

States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all the following:

(i) Referral to the VA Suspension and Debarment Committee.

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating 18 U.S.C. 1001.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d)

Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror’s bid, quotation, or proposal. The

Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:_________________________

Printed Title of Signee: ____________________________

Signature: ____________________________________________

Date: _______________________

Company Name and Address:____________________________________________________

DRAFT STATEMENT OF WORK

STERILE PROCESSING CRITICAL WATER SYSTEM/WATER QUALITY TESTING

MANHATTAN VAMC

Introduction: The contractor must provide, install, and maintain, under lease arrangement, a critical water treatment system in the Sterile Processing Service (SPS) located at the Manhattan VA Medical Center. The system must have a built-in means of redundancy, such that the backup system can be operated should the primary system be out of service.

Special Conditions: the facility has an existing critical water system owned by the VA. This system is to be removed as part of this contract. During the removal process of the old system, the vendor must install and operate a temporary critical water system meeting all contract requirements until vendor’s permanent system can be installed.

System Requirements: The system must produce water meeting all requirements of the Association for the Advancement of Medical Instrumentation (AAMI) ST108 Critical Water Quality Specifications, including but not limited to:

• At a minimum, the system must incorporate the following technologies: appropriate pre-treatment including multi-media filter to remove suspended solids, water softener, carbon filter, reverse osmosis, ultraviolet light disinfection, deionization, endotoxin filtration.

• System must have sufficient capacity to provide 30 gallons per minute of treated water and be equipped with a minimum 125-gallon treated water storage tank. The system shall provide recirculation at a rate of 3 to 5 feet per second as stipulated by AAMI ST108.

• System dimensions must within the 12’ x 15’ room designated.

• System must provide acceptable quality Critical Water (as defined by AAMI ST 108) to various outlets in the existing SPS suite including decontamination sinks, washer disinfectors, spray nozzles and other devices designated.

• Vendor must install sanitary water sampling ports at all critical locations including critical water supply and return points, upstream and downstream of RO tank.

• The system must provide Critical Water meeting the quality requirements outlined in Table 2 of AAMI ST 108. This includes, but is not limited to, specified quality requirements for pH, Conductivity/Resistivity, Total Alkalinity, Total Hardness, Heterotrophic Plate Count (HPC) Bacteria, Endotoxin, Color and Turbidity, Total Organic Carbon (TOC), Endotoxin, and Ionic Contaminants (Aluminum, Chloride, Copper, Iron, Manganese, Nitrate, Phosphate, Sulfate, Silicate and Zinc).

• System must provide water meeting the quality requirements of VHA Directive 1116(2) “Sterile Processing Services” and Association for the Advancement of Medical Instrumentation (AAMI) ST 108. The design criteria referenced in these standards shall be satisfied by the system provided by the vendor.

• Vendor must provide delivery, uncrating, assembly, final electrical and plumbing connections, and all requirements for the commissioning of the critical water system.

System Maintenance Requirements

The Vendor must perform routine maintenance of the system at a minimum frequency of once per month. Additional service visits must be made at whatever frequency is needed to ensure that the system is operational and producing water at the specified rate and quality standards.

Monthly service visits must include loop sanitization using procedures stipulated by AAMI ST 108.

Additional service visits must be made for loop disinfection and related services at whatever frequency is required to ensure that the system is operational and producing water at the specified rate and quality standards.

Emergency Service Visits: the vendor must respond on-site to all emergency service calls within a maximum of 4 hours.

Water Quality Testing Requirements:

The contract includes all water quality testing as required and stipulated by AAMI ST 108.

The Contractor must furnish all sample collection equipment. Bottles must be sterile, appropriate for the analysis, properly preserved and promptly transported to the laboratory after sample collection under strict chain of custody procedures.

All samples must be analyzed by a New York State Department of Environmental Laboratory

Approval Program (ELAP) certified laboratory with experience in microbial and chemical testing of potable water. The lab shall also possess American Industrial Hygiene Association (AIHA) accreditation under the Environmental Microbiological Laboratory Accreditation Program

(EMLAP).

Bacteriological Sampling:

Pursuant to AAMI ST 108, “Critical Water” (reference is made to the definition within the AAMI standard) must be tested monthly for bacteria. Bacterial tests must be performed via the “Heterotrophic Plate Count” (HPC) methodology as outlined in AAMI ST 108. Note: if bacterial results exceed the recommended threshold of 10 Colony Forming Units Per Milliliter (CFU/ml), the outlets exceeding the threshold should be evaluated for potential sources of contamination.

The frequency of sampling should be increased to weekly, until the situation is resolved (as indicated by a minimum of two consecutive rounds of testing with acceptable results).

Analytical Reporting:

Must provide complete laboratory reports including VA stipulated sampling location nomenclature, results summary, chain of custody and original laboratory reports to SPS Chief and other designated VA representatives.

Response Actions for Water Quality Exceedances

If water quality leaving the vendor’s treatment system is found to be “out of range” as defined in AAMI ST 108, the vendor is responsible for promptly making all needed corrections at no cost to the VA. This may include but is not limited to flushing and resampling, filter changes, sanitization, and other preventative measures. Following response actions, the vendor must perform resampling to verify that acceptable water quality is being provided.

During the period between the receipt of the “out or range” results and the verification of restoration of compliant water quality, the vendor will activate the redundant (backup) critical water system as referenced herein.

Other than pH analysis (which may be done via appropriate field instrumentation), the testing laboratory must be certified by the New York State Department of Health Environmental

Laboratory Approval Program (ELAP) for environmental analyses of potable water.

Sampling Schedule: RO Water Quality Testing

Source/Location Parameters to be Tested

Number of

Samples per event

Sampling

Frequency

# of samples per year

Critical Water (Sample Distribution, Return and all Points of Use)

Heterotrophic

Plate Count

(HPC)

Bacteria

12 Monthly 144

Endotoxin 12 Monthly 144

Critical Water (at point of distribution or first

Point of Use in loop) pH 3 Monthly 36

Conductivity 3 Monthly 36

Total

Alkalinity

3 Monthly 36

Total

Hardness

3 Monthly 36

Total Organic

Carbon

(TOC)

3 Monthly 36

Critical Water (at point of distribution or first

Point of Use in loop)

Chlorides, Aluminum, Copper, Iron, 1 Quarterly 4

Manganese, Nitrate, Phosphate, Sulfate, Silicate, Zinc

Utility Water (at point of entry to RO/DI Water

Treatment System

Chlorides, Aluminum, Copper, Iron, Manganese, Nitrate, Phosphate, Sulfate, Silicate, Zinc

1 Quarterly 4

Utility Water (at point of entry to RO/DI Water

Treatment System) pH 3 Quarterly 36

Conductivity 3 Quarterly 36

Total

Alkalinity

3 Quarterly 36

Total

Hardness

3 Quarterly 36

Heterotrophic

Plate Count

(HPC)

Bacteria

3 Quarterly 36