36C24526Q0231.docx

Special Notice Special Notice

GENERAL INFORMATION

Perry Point VAMC

NCO 5

Bldg. 1 Washington DC 20422

POINT OF CONTACT*

Contract Specialist Patricia Thai Patricia.Thai@va.gov

ADDITIONAL INFORMATION

DESCRIPTION

NOTICE OF INTENT TO SOLE SOURCE: The Department of Veterans Affairs Network Contracting Office 5, Bldg. 1 Perry Point, MD 21902, intends to award a sole source Firm-Fixed-Price purchase order to PHIGENICS LLC, 3S701 WEST AVE STE 100 WARRENVILLE, IL 60555, for the Baltimore VAMC, 10 N Greene St. Baltimore, MD 21902 and Perry Point VAMC, 361 Boiler House Rd. Perry Point, MD 21902 for a Sterile Processing Service Water Management Program, Water Testing, and Data Management Services as a Base + 4 Option Year Contract.

Per Phigenics’ proprietary letter, “Phigenics is the exclusive manufacturer and proprietor of the Phigenics PWA Advanced Monitoring System and all associated Phigenics brand name products. These offerings include Phigenics Water Analytics (continuous monitoring), phiAnalytics (web-based data management), and independent validation testing.”

This contract action is being conducted in accordance with FAR 6.302-1(a)(2), “only one responsible source and no other supplies or services will satisfy agency requirements.” The North American Industry Classification System (NAICS) for this requirement is 561210 with a business size standard of $47.0 Million.

THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTATIONS. Responsible sources may identify their interest and capability to meet this requirement by submitting such information by 11:00 A.M., EST, on Wednesday, February 18, 2026. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirement. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification. All inquiries and submittals must be sent via email to both Patricia Thai, Contract Specialist, at Patricia.Thai@va.gov and William Chris Galletta, Contracting Officer, at William.Galletta@va.gov. Telephone inquiries will not be accepted.

Statement of Work

The contractor shall provide a comprehensive Water Management Program, water testing, and implement a Web-based Data Management System to record, store, and report all data in alignment with AAMI ST-108:2023. The base year must include water testing monthly and quarterly and facilitation of a Water Management Program On date of award of the contract, the contractor will take on the full scope of duties, meeting all the requested requirements within the water management services, and water testing/ lab services. The performance period will be a Base year, plus 4 Option years.

AAMI ST108 Utility Water, Critical Water, and Steam Testing: Location:

Hours of Operation Water testing shall be done during normal business 0730-1600.

Water Management Services Water Management Development for Sterile Processing Service The contractor shall develop a Water Management Program (WMP) for the sterile processing service (SPS) water systems in alignment with VA and industry standards, including the following:

• AAMI ST-108:2023 Water for the processing of Medical Devices

• Association of perioperative Registered Nurses (AORN) Guideline for Cleaning and Care of Surgical Instruments

• VHA Directive 1116(2) Sterile Processing Services (SPS)

The water program shall contain the following elements for water safety:

• Program Team (Water Management Team) – Identify persons responsible for SPS WMP development, implementation, and operation.

• Develop Program Goals – Establish water safety and quality goals for SPS.

• Describe Water Systems – Describe the critical water, utility water, and steam systems within SPS and develop water-system process flow diagrams.

• Analysis of Building Water Systems – Conduct a systematic analysis of hazardous conditions in the SPS water systems.

• Control Locations – Determine the locations in the system where control measures are required.

• Control Limits – For each control measure at each control location established, determine the limits including but not limited to a maximum value, a minimum value, or a range of values within which a chemical or physical parameter must be monitored and maintained to reduce hazardous conditions to an acceptable level.

• Control Measures – Determine the means, methods, or procedures used to maintain the physical or chemical conditions of water to within control limits. o Routine preventative maintenance program for the critical water system. o Flushing program for both critical and utility/potable water during times of low water usage in SPS.

• Monitoring – Establish procedures for monitoring whether control measures are operating within established control limits.

• Corrective Actions – Establish the corrective actions to be taken when monitoring indicates that the control parameters are outside of the established control limits.

• Develop Verification Strategy – Establish procedures to confirm that all the program elements are being implemented as designed at a frequency established by the WMT.

• Develop Validation Strategy – Establish validation criteria and frequency to confirm that the program effectively controls the hazardous conditions throughout the SPS water systems.

• Documentation – Establish documentation and communication procedures for all activities of the WMP and maintain records appropriate to these principles and their application.

Water Management Program Operations for Sterile Processing Service Upon completion and approval of the Water Management Program (WMP), the contractor shall provide WMP operation services in support of the Water Management Team (WMT) for the facility’s SPS water systems. The WMP operation services shall contain the following elements for water safety:

• Facilitate quarterly meetings for the Water Management Team

• Maintain, assist, and advise in the operation of the WMP and generate required documentation.

• Recommend and implement changes to the WMP as directed by Water Management Team to achieve the desired performance in alignment with AAMI ST108:2023 and VHA Directive 1116(2).

• Provide, operate, and continue to customize the WMP using web-based data management software.

• Provide remote support on water management questions as needed.

• Provide training to the Water Management Team on the WMP process and best practices for SPS water systems.

• Verify that the WMP is being implemented as designed on a quarterly basis through monitoring and documentation of system performance and WMP records and records in web-based data management software.

• Validate that the WMP adequately controls the hazardous conditions in the building water system through the review of on-site water testing.

Web Based Data Management System The existing web-based data management systems used to collect, report, and store continuous monitoring water data will be used for WMP development and operations. This existing web-based data management system provides the following functions:

• All information stored in the system is available 24/7 via password protected access

• WMP-related reports (including validation testing results, meeting minutes, verification reports, and service provider reports) can be stored and available for immediate access by all users

• Customized charts, reports, views, and data entry screens as requested

• Management dashboards with industry benchmarking

• Send text or email alerts for data that is outside of set parameters

• Data collection via tablets and other hand-held devices

• Automated data collection via continuous monitoring equipment (equipment not included)

• Validation test results immediately uploaded into the analytics site

• Exportable data to excel and other formats Qualifications

The contractor selected to perform this work must be an independent provider of water management services engaged in the development and ongoing management of facility and corporate water management programs. To be deemed “independent” and thus avoid commercial conflict of interest, neither the prime contractor, nor any partners, subcontractors nor subsidiary companies may sell treatment chemicals, disinfection devices or remediation services. The sale of water testing services and diagnostic equipment related to determining the safety and quality of the water does not void independence.

The contractor must demonstrate (with references) experience with overseeing the operation of Sterile Processing Services in a healthcare environment.

The contractor’s laboratory must have environmental microbiology accreditation by a nationally recognized accrediting body (EMLAP, NELAP, etc.), or a state accrediting body.

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