36C24426Q0911_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 4 Regional Procurement Office East 1010 Delafield Road

POINT OF CONTACT*

Contract Specialist Lakeisiha Davenport Lakeisiha.Davenport@va.gov 412-822-3777

PLACE OF PERFORMANCE

Erie VAMC

135 East 38th Street

Erie PA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs, Erie VAMC has a requirement for Preventative Maintenance of the DI Water System. Potential Sources shall respond with their ability to provide these services as outlined in the SOW.

The purpose of this Sources Sought is to seek capable and responsible sources interested in providing this service. This is not a solicitation but rather a Request for Information (RFI/Sources Sought) in which the data collected will be used for market research purposes only.

Quotes are not requested and will not be accepted at the time of this notice.

Responding as an “interested party” does not constitute your company as a source. The respondents must provide the Company’s capability to meet this requirement and any pertinent information which demonstrates the company’s ability to meet the above requirements.

Responses will assist the Government with developing its acquisition strategy to include socioeconomic set-asides.

The Government will not accept questions at this time, however, if ambiguities are identified or clarification is needed to the draft SOW, please include those comments with your response.

While SDVOSB/VOSB contractors are preferred, all capable contractors are welcome to respond to this Sources Sought notice.

All SDVOSB and VOSB firms that respond must include proof of VetCert certification by the SBA (Veteran Small Business Certification (sba.gov)).

For GSA Federal Supply Schedule contracts that are within scope of this effort, please identify the contract number.

All interested parties must be registered with System for Award Management (SAM) at https://www.sam.gov in order to be eligible for award of Government contracts and provide the following:

1. Company name

2. SAM UEI number

3. Company’s address,

4. Point of Contact information (i.e. title, phone number and email address)

The North American Industry Classification System (NAICS) code being considered for this procurement is 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance and the Product Service Code (PSC) is J046 Maintenance, Repair, and Rebuilding of Equipment – Water Purification and Sewage Treatment Equipment. The Small Business Size Standard is $12.5 Million.

All responses shall be submitted in writing via email no later than 1:00pm (EST) August 25, 2026, to Lakeisiha Davenport at Lakeisiha.Davenport@va.gov.

Facsimile or telephonic responses will not be accepted.

Statement of Work Deionized (DI) Water System Maintenance and Support Erie Veterans Affairs Medical Center (EVAMC)

1. Background The EVAMC Facilities Management Services (FMS) maintains the DI water generation system that supports the hospital’s Sterile Processing Service (SPS). The existing system uses carbon, cation, and anion tanks and includes an automatic bank changer that rotates between operational and standby tanks. Continuous DI water supply is mission‑critical to SPS operations and patient safety.

Timely maintenance, regeneration, and replacement of DI tanks are essential to uninterrupted sterile processing.

2. General Requirements

2.1 Scope of Work

The Contractor shall provide all labor, parts, materials, equipment rental, transportation, and services necessary to perform preventive maintenance, tank replacement, and repair of the DI water system located at:

Erie Veterans Medical Center 135 East 38th Street Erie, PA 16504 All repairs, replacement parts, consumables, filters, and labor are included in the service price.

2.2 Service Ticket Requirements

For each service call, the Contractor shall:

· Generate a service ticket (serves as the invoice)

· Itemize all parts and pricing

· Document labor and services performed

· Submit directly to the EVAMC contract point of contact

2.3 Continuity of DI Water Service

At no time shall SPS be without DI water during maintenance or service activities.

2.4 Preventive Maintenance (PM) Responsibilities

· Contractor is fully responsible for scheduling and performing all PM inspections.

· PMs will occur on weekdays at a mutually agreed-upon time with the COR and equipment user.

· Contractor must submit PM schedules and procedures to FMS.

2.5 Included Preventive and Maintenance Services

· Annual tank rental

· Annual UV light replacement

· Carbon tank reload/recharge (annual or as needed)

· Regeneration of cation, anion, and mixed-bed tanks (as required)

· Labor and service for the DI system

· Filter replacement (annual or as needed based on pressure drop)

· System sanitization/flushing annually or when microbial levels warrant

· All PM inspections

2.6 Tank Maintenance Requirements

The Contractor shall:

· Exchange DI tanks and maintain DI generation components

· Replace carbon tank annually (minimum)

· Replace 0.2‑micron filter semi-annually

· Replace UV bulb annually

· Calibrate system meters annually

· Perform annual DI loop sanitization using ozone (0–1.5 PPM)

· Price loop sanitization as a separate line item

2.7 Emergency Service

· Response within 8 hours, 24/7/365

· Required to ensure continuous patient service

2.8 Tank Replacement Specifications

· Contractor shall provide and install new 3.6 CF DI tanks

· Existing 1.2‑1.5 CF tanks shall be set aside for VA removal

· Contractor shall perform all installation work and maintain ongoing DI system operation during changes

2.9 System Sterilization

· Annual minimum sterilization of the DI equipment

· Additional sterilization required if >10 CFU/mL detected at any site

· Sterilization includes all lines, tanks, and filters

· Contractor shall replace all necessary supplies (e.g., carbon, filters) at no extra charge

· Supplies must meet manufacturer specifications

2.10 Repairs

· All repairs included in contract pricing

· Improper repairs must be corrected at no cost to VA

· Contractor responsible for providing all parts and materials

2.11 Parts, Equipment, and Installation

· Contractor orders all required DI system parts

· All installation shall follow manufacturer specifications

· New parts only; no refurbished components

· Startup and operational training for VA staff included

2.12 Preventive Maintenance Documentation

All PM reports shall clearly show compliance with manufacturer’s technical requirements.

3. Performance Period

3.1 Facility Location and Standard Work Hours

· Location:

Erie VA Medical Center 135 East 38TH Street Erie, PA 16504

· Normal Business Hours:

Monday–Friday, 8:00 AM to 4:30 PM EST

· Contractor must respond within 48 hours to service requests (within work hours)

3.2 Tank Exchange Requirements

· DI tank exchange shall be within 5 business days of VA notification

· Regenerated tanks shall be returned within 10 working days

3.3 Minimum Exchange Frequency

· DI tanks must be exchanged at least every six months or as usage requires

· Contractor must be on-call 24/7/365

· Emergency response must occur within 6 hours

3.4 Contract Term

· One base year plus four option years

3.5 Preventive Maintenance Frequency

· At least twice per year or per manufacturer recommendations, whichever is greater

4. Technical Specifications

4.1 DI Tank Requirements

Contractor shall supply regenerated tanks that meet the following specifications:

· Bottle generation types:

· SDI Mixbed 3.6CF f STD POT

· SDI REACT Carbon 3.6CF FBGLS STD PO

· SDI Anion1 3.6CF FBGLS STD POT

· SDI Cation 3.6CF FBGLS STD POT

· Pickup within 5 working days; return within 10 working days

· Regeneration performed in an ISO 9001 certified facility

· All DI tanks must be 3.6 CF and installed by contractor personnel

· One tank bank operational while the other is in standby

4.2 Annual Service Requirements

· UV bulb replacement

· Resistivity meter calibration

· Bacteria testing

· Sanitization of DI loop using ozone or VA‑approved method

4.3 Semi‑Annual Requirements

· Carbon tank exchange

· 0.2‑micron filter replacement 5 Security Requirements The C&A requirements do not apply, and a Security Accreditation Package is not required.

6. Records Management Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Department of Veterans Affairs and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Department of Veterans Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Department of Veterans Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veterans Affairs control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veterans Affairs policy.

8. The Contractor shall not create or maintain any records containing any non-public Department of Veterans Affairs information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veterans Affairs-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

End of Document

Sources Sought Notice