36C24526Q0249.docx

Special Notice Special Notice

Washington DC VAMC Base Plus 2 Option Year

GENERAL INFORMATION

Perry Point VAMC

NCO 5

Bldg.1 Perry Point MD 21902

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 VIRGINIA WATER SYSTEMS, INC., located at 2531 OAK LAKE BLVD MIDLOTHIAN, VA 23112, for the Washington DC VAMC, 50 Irving St NW Washington DC 20422, for the installation and preventative maintenance of a DI/RO system as a Base Plus Two Option Year Contract.

This contract action is for products for which the Government intends to solicit from only one source under the authority of FAR 13.106-1(b), Soliciting from a Single Source. The North American Industry Classification System (NAICS) for this requirement is 221310 with a business size standard of $41.0 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 1:00 P.M., EST, on Friday, January 30, 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.

The Research Service of the Washington DC VA Medical Center (DC VAMC) is currently working with Virginia Water Systems, Inc. to provide tanks, equipment, supplies and maintenance for the distilled waters systems within Building 4 and the building 1 GE area. Virginia Water Systems has worked with our facility staff to ensure that the areas where these distilled water systems were installed have sufficient space, proper shelving, the proper distilled water faucets, and the water intake lines to work with the Virginia Water System’s equipment. The plumbing is currently present in the GE area of the research Infectious Disease lab and the building 4 common area to be connected with the Virginia Water Systems.

STATEMENT OF WORK

1. SCOPE OF WORK

The Contractor shall provide all personnel, management, material, parts, equipment, supplies, labor, and transportation to perform the necessary installation and preventive maintenance to the DI/RO system in accordance with the equipment manufacture’s recommendation. The period of the contract will be from April 1, 2026, to March 31, 2027 with two option years. This contract will include the following:

· Installing the two 20" Prefilter housings, includes ASD and regulator

· Installing the four 20" 5-micron prefilters (two for initial install and two for 6-month exchange)

· Installing the four 942 Activated Carbons (two for initial install and two for 6-month exchange)

· Installing the eight 942 Mixed Bed Deionizers (four for initial install and four for 6-month exchange)

· Installing the two 20” Final Filter Housing

· Installing the four 20" .2 Micron Filter (two for initial install and two for 6-month exchange)

· Installing the four .2 DI faucet capsule filters (two for initial install and two for 6-month exchange)

· Delivering the two DI tanks and performing maintenance (1st 6-month service) The contractor must employ service technicians that are trained in the applicable codes, standards, and ma requirements for operating and maintaining water distribution system. The contractor must have at least 2 years’ experience satisfactorily performing such maintenance on comparable units, equipment, or systems. All work must be competed in a workmanlike manner and according to American Water Works Association (AWWA) standard practices. The contract will continue for 12 consecutive months after awarded beginning on the date on the award.

DEFINITIONS/ACRONYMS

A. Contract Discrepancy Report (CDR): A report that the Government shall complete and issue to the Contractor when service is unsatisfactory and not in compliance with the terms and conditions of the contract. The Contractor is required to complete and return this form to the COR whenever performance is unsatisfactory. The CDR requires the Contractor to explain, in writing, the cause of the unsatisfactory performance, how performance will be returned to acceptable standards, and how reoccurrence of the problem will be prevented in the future.

B. Contracting Officer (CO): The individual with the authority to enter into, administer, and/or terminate contracts. The CO is the exclusive Government official authorized to execute changes and deviations or variations in the contract.

C. Contracting Officer's Technical Representative (COR): A Government representative, designated in writing by the Contracting Officer, to be responsible for quality assurance, inspection, surveillance, documentation, and acceptance of the Contractor's performance. A copy of the letter of designation will be provided to the Contractor.

D. Preventive Maintenance (PM): Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. To clean, lubricate, calibrate, test and replace faulty or worn parts and/or parts which are likely to become faulty, fail or become worn, repair or adjust of components or assemblies.

IV. CONTRACTOR PERSONNEL

A. Personnel Experience. All work shall be performed by competent mechanics, experienced and qualified to work on the specific makes and models of equipment listed in this contract. The Contractor shall submit to and for the approval of the Contracting Officer, certification and a list of credentials of the approved mechanics. Personnel shall have a minimum of three (3) years recent experience related to this work. The contractor must provide a list of three (3) reference contacts that have been provided service on similar or identical equipment. The contractor must provide authenticated factory training certificates or credentials (or acceptable substitute as approved by the COTR) for any personnel who are working on any VA equipment. The VA specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on VA equipment.

B. Conduct of Personnel: The Contractor shall ensure that his personnel always present a professional appearance and that their conduct shall not reflect discredit upon this facility or the Department of Veterans Affairs. The Contractor shall remove from the job site any employee for reasons of misconduct or security. The removal from the job site of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service. All employees shall be legal residents of the United States and be able to understand, speak, read and write the English language.

C. Identification of Employees: The Contractor shall within IO calendar days before beginning performance of work provide the Contracting Officer a list of all employees who will perform under this contract. The list shall include the full name, and work assignment of each employee. The Contractor shall notify the Contracting Officer in writing of any addition, deletion or change in work assignment within IO days of such change. Each of the Contractor's employees shall conspicuously display on their person a badge provided by the Contractor and shall include the full name of the employee, the name under which the Contractor is doing business and a badge serial number.

V. HOURS OF OPERATION

A. Normal Duty Hours. The Contractor shall have employees available Monday through Friday, except legal public holidays at the times specified to perform routine work and inspections.

B. Federal Holidays. Federal Holidays observed by the VA are: New Year's Day; Martin Luther King Day; President's Day; Memorial Day; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas.

VI. CONTRACTOR QUALITY CONTROL

The Contractor shall establish and maintain a Quality Control Program that ensures that all requirements of the contract are provided as specified.

VII. INSPECTION AND ACCEPTANCE

A. Final inspection and acceptance by the Government shall be made at the site of each system. However, final inspection and acceptance do not preclude the Government's right to inspect completed work prior to shipment from the Contractor's shop nor does it waive any rights of the Government.

B. Unsatisfactory service will be reported in writing by the CO to the Contractor.

C. Telephone Answering Service: The Contractor shall maintain, at his own expense, a dedicated (tie-line) toll-free telephone answering service for the exclusive use in the performance of this contract. This answering service shall be monitored during normal work hours as identified in the specifications.

D. Radio Dispatch System: It is recommended but not mandatory that the Contractor utilizes a radio dispatch system for directing and dispatching personnel in response to maintenance service calls. In the event the use of radio dispatch is elected for use; it shall be the Contractors responsibility to obtain all permits, licenses, frequency allocations and antennas, all accessories necessary for send or receive operation at no additional cost to the Government. An expanded radio system could possibly be utilized in conjunction with or instead of the telephone answering service described in the paragraph above.

VIII. REMOVAL AND/OR DISPOSAL

A. Removing Government-Owned Material: All property removed remains the property of the U.S. Government and shall be returned by the Contractor to a place of storage as designated by the CO or COR.

B. Salvage: Items received by the Contractor that are non-repairable because of condition, or declared unfit for economical rehabilitation by the Contractor, shall be returned to the Government. All salvage remaining in the Contractor's shop shall remain Government property and may be used for repair of any Government-owned equipment when released by the CO. The Contractor shall be required to maintain an accountable record of inventory upon completion of the maintenance contract.

C. Inventories shall not be disposed of by the Contractor without inspection and written approval of the CO. Salvaged parts used in the repair of any government owned equipment shall be treated by the Contractor as Government furnished material and reflected as same on Contractor's invoices when submitted for payment. All salvage in the possession of the Contractor, upon expiration of the contract, will be returned to the Government within thirty (30) days after such expiration.

IX. FIRE PREVENTION AND PROTECTION

The Contractor shall fully acquaint himself and his personnel with the location of fire equipment before work take all prudent measures to minimize fire hazards that result from work, complies with all ordering agency fire and safety regulations.

X. ENERGY CONSERVATION

The Contractor is required to comply with all energy conservation regulations and instructions that are applicable to Government-owned facilities including but not limited to thermostat settings.

XI. CLEANING UP

The Contractor shall clean up after work, leaving each area where work is performed, neat and clean. All containers, trash and debris for which he is responsible shall be removed.

XII. HAZARDOUS CONDITIONS

During performing work under this contract, should the Contractor find serious or hazardous conditions existing with or in any of the equipment the Contractor shall secure the equipment and immediately notify the COR.

XIII. CLEANLINESS

The area immediately around the equipment provided for the Contractor's use shall be kept in a clean and orderly condition. Trash and waste material shall not be permitted to accumulate and shall be removed by the Contractor's employees.

Special Notice