SOL questions.pdf

1. Could you please describe the type of service that is required for the online monitoring system? Continued water monitoring for the Domestic Cold, hot water & recirculating lines. This includes the conductivity, chlorine level, temperatures on a 24/7 365 basis. Failure to comply would be considered a performance issue.

2. Could you please define what the facility would consider an “emergency service call” with the proprietary water monitoring equipment? Emergency service calls will be removed from the SOW. Contractor is responsible for all parts and labor on the monitoring system for the term of the contract. If equipment fails, contractor has 24 to 48hrs to respond to equipment failure, or it will be considered a performance issue.

3. Is the contractor supposed to include the pricing for emergency service calls with the price of the monthly service as the current Price Cost Schedule reflects? Could the Price Cost Schedule be revised to include a line item for emergency service calls? See above

4. Under Requirements in the solicitation, it states “the contractor must offer 24/7 monitoring with remote functionality OR on-site for trouble calls and ensure technicians are available to service the unit within 24 – 48 hours of notification by VA personnel.”

The contract must acknowledge notification by VA personnel and provide an action plan to address trouble calls within 24 to 48 hours of notification by VA personnel.

A. Does this mean that as long as 24/7 remote monitoring is included and functioning properly the contractor IS NOT required to be on-site within 24 – 48 hours of notification by VA personnel? The wording of this sentence can be interpreted to mean that as long as 24/7 remote monitoring is functioning properly the contractor does not need to meet the 24 – 48-hour window to be on-site to troubleshoot. Yes, that is correct.

B. Could your team please define “trouble calls”? .

Trouble calls refer to instances when VA personnel recognize any malfunctioning components of the monitoring systems that continuously checks the water quality 24/7.

5. The statement of work makes reference to 5 machines currently at VA Baltimore and Loch

Raven. Can you please confirm that this contract doesn't include maintaining the current systems? The new contract proposal shall include the replacement of all the existing system equipment with new equipment and maintaining the new system equipment according to manufactures recommendations.

6. Please confirm that the VA would like continuous monitoring for both FRO and TRO? Not sure what FRO and TRO stand for however the continues monitoring system are for both sides sites at Baltimore MC and Loch Raven MC

7. Incumbent Information: Could the government please provide the following information about the current contract: Contracting has this info and will be their choice to share that with the bidders. This is a new requirement as its not the same as it was 5 years ago. But below is the incumbent information.

Contract number of existing services: (36C2450N0114)

• Name of incumbent contractor: (Venergy)

• Current contract value: (Grand Total 380,140.00)

• Period of performance of current contract: (11/10/2018-11/9/202

8. System Information: Please provide the following details about the existing water monitoring system: This is irrelevant question since the new contract shall include installing new monitoring system and equipment. Please review the SOW for the detail info.

• Make and model of current monitoring equipment.

• Date of original installation

• Current maintenance/calibration procedures

• Any proprietary software or hardware requirements

9. System Requirements: Given that the SOW references proprietary equipment installed in FY19, could you clarify whether contractors are required to maintain the existing system, or if we may propose our own continuous monitoring solution that meets or exceeds VA directive 1061 requirements?

Contractors propose their own continuous monitoring system that it meets or exceeds Directive 1061 requirements and all other VA relevant requirements.

10. Data Security and Transmission: Regarding the secure database requirement, could you please specify:

• Required cyber security protocols for data transmission.

• Preferred format for the web portal interface

• Specific backup requirements for data retention

Cyber security protocol for data transmission should meet the VA OIT requirements. Web portal must be user-friendly and intuitive, allowing for easy navigation. It should present data in a graphical format that is visually accessible and easy to interpret, with the capability to compare data across different probes. The system must store data online for a minimum of one year, with regular backups implemented to ensure data integrity and availability. Backup protocols should include both frequency and secure storage measures.

11. Calibration Requirements: Could you provide details on:

• Current calibration intervals for each parameter (pressure, dissolved solids, temperature, pH, and residual oxidants)

• Specific accuracy requirements per VA directive 1061 that may exceed standard industry practices.

System probes must be always calibrated. The contractor is responsible for calibrating and checking the probes monthly during routine system maintenance to ensure accurate and reliable readings for existing water condition data. The vendor's technician must be capable of properly diagnosing any issues during their routine maintenance. Please see the attached VA 1061 directive for your use.

12. Emergency Response Protocol: Regarding the 24–48-hour response window requirement, could you clarify: This question is irrelevant since the interior monitoring system will be replaced with new

• Historical frequency of emergency calls.

• Scenarios requiring expedited response times

• Expected format for the required action plan

13. Monitoring Points Specifications: For the multiple monitoring points at both facilities, please specify any requirements for:

• Flow rate monitoring. N/A or needed.

• Minimum sampling frequencies. This question is not clear that what they mean by sampling. However if it referring to monitoring then it is required 24/7

• Integration requirements with existing building management systems. Ideally, one unit station should include all the parameters mentioned above and must be easily installed in the existing facility's domestic pipeline without major changes to the existing pipeline at the locations specified for each facility.

14. Staff Training Program: Could you elaborate on the training expectations, including:

• Number of VA staff requiring training

• Required frequency of refresher training

• Specific competencies requiring verification

At least two or more VA staff members for each facility are needed to manage the online web portal. Refreshers are required depending on any major changes to the system.

15. Reporting Requirements: Please provide additional details regarding:

• Specific format requirements for monthly reports

• Real-time alerting requirements for parameter excursions

• Required response protocols for out-of-specification readings

Depending on the data provided by the system, the VA requests that a minimum, but not limited to, monthly report include complete and accurate (calibrated) data. If any data is unavailable, please provide the missing date range for each parameter along with the reason for the absence. Every service or site visit should be documented with a detailed description of the tasks performed, including the date and time. Additionally, provide screenshots of graphs for each parameter monthly, organized by facility.

16. What is the model of existing monitoring equipment? This is irrelevant question since the new contract shall include installing new monitoring system and equipment. As per question 8 response please review the SOW for the detail info.

17. What is the model number? See above

18. Who installed the existing monitoring equipment? See above

19. Who is currently servicing the existing monitoring equipment? See above