36C24227Q0097.docx

Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 2 James J. Peters VA Medical Center 130 West Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contract Specialist Tiffany Vazquez-Simon tiffany.vazquez-simon@va.gov

PLACE OF PERFORMANCE

Buffalo VA Medical Center

Batavia VA Medical Center

3495 Bailey Ave

Buffalo NY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Sources Sought Notice

1. This is a Sources Sought Notice.

(a) The Government does not intend to award a contract on the basis of 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 shall 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 Network Contracting Office 2 for the purpose of collecting information about VA WESTERN NEW YORK HEALTHCARE SYSTEM (VAWNYHS) for backflow prevention testing, maintenance, and emergency repair services. The VA is seeking services on or about December 2026 to establish a new service contract. The NAICS code identified for this requirement is 238220. The requirement is detailed in the Statement of Work (draft) section of this document.

(e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that are able to meet the requirements in the attachment and possess an interest in performing these service, are encouraged to email a capability statement and full information to Contract Specialist, Tiffany Vazquez-Simon at tiffany.vazquez-simon@va.gov, by the posted due date/time.

- Interested parties must provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, SAM UEI number, address, a point of contact and social-economic status documentation. 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.

- 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).

- 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.

- Prospective Quoters must register themselves on System for Award Management (SAM) https://www.sam.gov/. Prospective Quoters must have an active registration in SAM at the time of submission of quotes in order to participate in this procurement.

- Prospective Quoters must submit payment requested in electronic form via VA’s Electronic Invoice Presentment and Payment System https://www.tungsten-network.com/customer-campaigns/veteransaffairs. Prospective Quoters are required to go to the Customer Engagement Portal (CEP) www.cep.fsc.va.gov to register and submit request for electronic payments. Registration with ID.me is required from the CEP portal.

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

· Contractor shall identify pertinent point of contact for company, SAM UEI number for size standard and socioeconomic verification in SAM and SBA, as well as for any intended subcontractors.

· This service is located in Buffalo, New York and Batavia, New York. 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?

· Contractors MUST demonstrate: (1) the two-hour onsite emergency response commitment, (2) valid NYSDOH backflow tester certification, (3) required City of Buffalo Master Plumber licensure, and (4) the capability to perform work safely with minimal disruption in an operating hospital environment.

· Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work. How many years’ experience does your company have in self-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?

· Set-aside requirements have limitations on subcontracting. All subcontractors must be identified at the time of offer submission. 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 does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity? Provide 2 to 3 instances of past experience which demonstrate subcontractor is a firm regularly engaged in this type of work.

· Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable. How many certified/licensed/trained technicians does your company or subcontractor currently employ?

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

· Contractor shall also identify any Federal Supply Schedules contracts that may carry the desired services. (Please be clear to identify, if any part of this requirements tasks/services are considered open-market).

· Contractor shall include any relevant comments about the attachment(s) if applicable.

BACKFLOW PREVENTION TESTING, MAINTENANCE, AND EMERGENCY REPAIR SERVICES

SCOPE OF WORK

1. SUMMARY:

The VA Western New York Healthcare System (VAWNYHS) facilities located at 3495 Bailey Ave, Buffalo NY 14223 and 222 Richmond Ave, Batavia NY 14020 are seeking a firm fixed price contract for a base year plus four (4) option year periods for annual scheduled backflow prevention testing to also include emergency repair.

The Government requires a certified contractor to provide backflow prevention testing, inspection, documentation, repair, replacement, and emergency services compliant with applicable VA Medical Center and New York State regulations. These services are essential to ensure continuous protection of potable water systems from cross‑connection hazards.

The Contractor shall provide all labor, materials, equipment, transportation, certifications, incidentals, and supervision necessary to perform the requirements described herein.

Currently VAWNYHS has 58 existing backflow preventers. In the event of the installation of new backflow preventers with new construction in the future, the Contractor shall be responsible for the testing and the re-certifying of any newly installed backflow preventers at the current contract rates, through contract modification.

2. APPLICABLE REGULATIONS

Contractor performance shall comply with all current federal, state, and VA regulations, including:

a. Veteran Affairs Plumbing Design Manual (PG-18-18) Sections 4.6 & 4.10 https://www.cfm.va.gov/til/dManual/dmPlbg.pdf

b. 2025 New York State Plumbing Code Section 312.11 (Inspection and Testing Requirements).

c. New York State Sanitary Code Section 5‑1.31 (Cross‑Connection Control; Annual Testing Requirements; Document Submission).

d. NYS DOH Form DOH‑1013 instructions for testing and maintenance documentation.

e. Town of Batavia Water Department requirements and DOH‑347 application process.

f. NYS DOH FCCCHR Approved Device List for assembly acceptability.

3. REQUIREMENTS

3.1 Annual and Initial Testing

The Contractor shall:

a. Conduct initial and annual testing of all backflow assemblies installed at the facility. The initial inspections of all backflow shall be done no later than sixty (60) days after contract award.

b. Must be listed as a certified tester with a valid certification number in the Certified Backflow Testers – Statewide NYSDOH database. Certification must remain valid pursuant to 10 NYCRR Section 5-1.31 throughout the life of the contract.

c. Hold a City of Buffalo master plumber license.

d. Document all work and provide copies to the Contracting Officers Representative (COR).

e. Immediately notify the COR or designee of any failed test results as required under NYSDOH submission rules. Should a failure occur, a quote for time and materials will be submitted from the contractor to the COR or designee for repairs. No work will be conducted without prior approval.

3.2 Testing, Preventive Maintenance, & Repairs

The Contractor shall:

a. Perform annual tests and inspections on 58 backflow preventors between both facilities. Forty-five (45) in Buffalo and thirteen (13) in Batavia. These will be spread across multiple floors and outbuildings in both locations.

b. Complete repairs on any assembly that fails inspection only after a quote and approval have been submitted and approved.

c. Retest assemblies following repairs.

d. Install replacement assemblies when required only after a quote and approval have been submitted and approved.

3.3 Emergency Repair Services

The Contractor shall:

a. Provide 24/7 year-round emergency availability, including holidays.

b. Arrive on site within two (2) hours of Government‑initiated emergency call.

c. Stabilize and correct the failure.

d. Provide full written report within 48 hours of emergency service completion and provide a copy to the COR.

3.4 Engineering Support and Documentation

a. DOH‑347 submissions with associated engineering documents for new or modified assemblies to be submitted to COR or designee.

b. Site plans and containment device documentation per Town of Batavia requirements to be submitted to COR or designee.

c. Completed Form DOH‑1013 for each device tested to be submitted to COR or designee.

3.5 Emergency reports must include:

a. Call time, onsite response time (confirming ≤ one hour).

b. Description of failure and repair action taken.

c. Post repair test results.

d. Delivered within 48 hours of event.

4.0 Backflow List:

Buffalo Backflow Preventor List

Batavia back flow preventor list

5.0 CONTRACTOR QUALIFICATIONS

General requirements:

a. Contractor must employ NYS‑certified backflow testing personnel. All person’s testing shall be listed on the Certified Backflow Testers – Statewide NYSDOH database with a valid certificate.

b. Licensed Buffalo Master Plumber authorized to sign test and repair forms.

c. Contractor must demonstrate adequate financial resources, satisfactory performance record in a medical setting, technical capability, and regulatory compliance.

d. Contractor must provide copies of backflow prevention certifications and Master plumbing license to the COR.

5.1 Government will evaluate performance via:

a. Periodic inspection of devices.

b. Review of documentation packages.

c. Tracking compliance with response times.

d. Monthly or quarterly contractor performance meetings.

6.0 SECURITY & SAFETY

General Requirements:

a. In the performance of this contract, the contractor shall take such safety precautions as the COR or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building.

b. The COR or designee shall notify the contractor of any safety issues and the action necessary to correct the issues. Such notice, when served to the contractor or their representative at the work site, shall be deemed sufficient for the corrective actions to be taken.

c. If the Contractor fails or refuses to comply promptly with notified safety deficiencies, the contracting officer may issue an order stopping all or part of the work and hold the contractor in default.

d. No tools or equipment shall be left unattended.

e. All work areas must be clean at the close of the working shift and shall be left in the same condition as before work started.

f. Contractors shall not enter the project site without an appropriate badge, given by the COR or designee.

g. Personnel may be subject to inspection of their personal belongings when entering or exiting the job site in accordance with VA HANDBOOK 0730, page 15 paragraph 7.s.

7.0 CONTRACTOR RESPONSIBILITIES

The Contractor shall:

a. Furnish all equipment, tools, transportation, certifications, and materials.

b. Maintain clean work areas and restore any disturbed surfaces.

c. Coordinate with facility engineering staff to minimize disruption to water services. No water shall be shut down without prior approval from the COR or designee.

d. Adhere to all environmental and safety practices applicable to potable water system protection.

e. Contractor shall furnish at no cost to the government and maintain all required personal protective equipment (PPE) and life‑safety devices for each employee entering or working in a confined space. This includes, but is not limited to:

Supplied-air breathing apparatus or self-contained breathing apparatus, gas monitors, head protection, high-visibility gear and protective clothing, ventilation systems, fall protection harnesses, and retrieval devices.

f. All safety equipment used in confined spaces must meet or exceed applicable OSHA requirements and manufacturer specifications. Contractors must provide calibration and testing records for all life‑safety equipment, demonstrating that each device has been inspected and calibrated in accordance with the manufacturer’s recommendations. Documentation must be traceable and include the relevant dates to be considered compliant.

g. Contractors will not be permitted to use any life safety equipment that is either owned or maintained by the US government. This shall include step ladders and life safety equipment.

h. If it becomes difficult for the Contractor to complete services because of patient care related activities or security issues, the Contractor shall not be obligated to complete inspections in the area of concern at the time of their scheduled visit. They will be obliged to complete their work at the time of the next scheduled visit to the facility. The final authority related to this decision will be the COR or designee. Unless fully absolved by the VA, Contractor shall be responsible for completing all work.

8.0 HOURS OF COVERAGE:

The VHAWNYHS is a health care facility providing critical care 24 hours a day, disruptions in operations are not feasible and will need to be coordinated closely with the COR. Routine work shall take place during the hours of 0700 – 1530 Monday – Friday. Requests to conduct work on weekends or federal holidays must be submitted in writing at least seven (7) working days in advance of the anticipated work to the COR or designee. If this new schedule is agreed upon, work can begin. The original written request will remain with all test documents along with any written agreements relative to the original requests.

The following are Federal Holidays observed by the facility and the Contractor shall not expect access to the VA Facility or VA employees on these dates unless notified otherwise by the COR or designee. Preventive maintenance or other services are not to be scheduled on these dates:

a. New Year’s Day

b. Martin Luther King, Jr. Day

c. Washington’s Birthday

d. Memorial Day

e. Juneteenth

f. Independence Day

g. Labor Day

h. Columbus Day

i. Veteran’s Day

j. Thanksgiving Day

k. Christmas Day

9.0 PERIOD OF PERFORMANCE:

a. The ESTIMATED period of performance shall be from 12/01/2026 to 11/30/2027 with the provision of four (4) option years following.

b. All services covered during the base year of this contract shall be completed within sixty (60) days of the start of this contract.

c. All annual preventative maintenance that is performed during follow-on years shall be completed within 345 - 385 days of when they were executed during the previous year.

10.0 RISK CONTROL:

a. The contractor shall take all precautions necessary to protect people and property from injury or damage during performance of this contract.

b. The contractor shall be responsible for any injury to any contractor representative, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by the contractor’s fault or negligence.

11.0 CONFORMANCE STANDARDS:

a. All services provided under the contract must be performed in conformance with Original Equipment Manufacturer standards. At all times, work shall be performed in compliance with industry standards and the manufacturer's commercial practices.

12.0 QUALITY ASSURANCE:

a. COR or designee will verify that the equipment is working within manufacturer’s specifications after completion of service or repair.

b. The Government may inspect each task as completed.

c. The contractor shall be notified within 3 business days of unacceptable service.

d. The contractor shall re-perform service within 15 duty days of notification of unacceptable service.

The VA Western New York Healthcare System (VAWNYHS) facilities located at 3495 Bailey Ave, Buffalo NY 14223 and 222 Richmond Ave, Batavia NY 14020 are seeking a firm fixed price contract for a base year plus four (4) option year periods for annual scheduled backflow prevention testing to also include emergency repair.

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