36C24622Q0205.docx

SUBJECT*

Germfree RX Trailer Maintenance Services

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

POINT OF CONTACT*

Contracting Officer Rodney Wilson rodney.wilson2@va.gov 757 728 7188

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

The Department of Veterans Affairs, Network Contracting Office (NCO) 6, intends to negotiate a sole source contract with GERMFREE LABORATORIES INCORPORATED for Germfree RX Trailer Maintenance Services at Durham VA Medical Center, located at 508 Fulton Street, Durham, NC 27705. This notice of intent is not a request for competitive quotes. GERMFREE LABORATORIES INCORPORATED is the only vendor with authorization to provide service for the above-mentioned services, and there are no authorized service companies outside of Germfree Laboratories.

This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.106-3(b)(3)(i), only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a One-Base Period & Four Option Years. The North American Industry Classification System Code (NAICS) is 532120 with a business size standard of $41.5 millions of dollars.

No solicitation documents are available and telephone requests will not be accepted. However, any firm that believes it can meet these requirements may give written notification to the Contracting Officer by 10:00 AM (EST) December 22, 2021. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Information must be sent to Rodney Wilson, Rodney.wilson2@va.gov. Responses received will be reviewed however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government.

Special Notice Special Notice

Special Notice

PERFORMANCE WORK STATEMENT

The Department of Veterans Affairs currently has the need for a Maintenance contract on the Germfree trailer at the Durham Veterans Affairs Health Care System (VAHCS), 508 Fulton St, Durham, NC 27705 in accordance with the terms and conditions herein.

Period of Performance: This is a base plus 4 option year contract. This contract shall have monthly deliverables, listed below.

Magnitude of Construction:

1. DESCRIPTION OF WORK:

Hours of Operation: Services shall be performed Monday through Friday starting at 7:30am until 4:00pm, excluding Federal holidays, and any other day specifically declared by the President of the United States. Federal holidays are available at the Federal Holiday OPM Site. For working outside the hours as defined in this contract, the vendor shall give 3-day notice to the Contracting Officer Representative so that arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later in this section. All work to be coordinated around an operational medical center as to minimize impact to patient care.

The contractor shall furnish all labor, material, equipment, parts, supervision, etc., necessary to provide a maintenance, inspections and warranty on our RX Germfree pharmacy trailer at the Durham VA Health Care System. This contract shall be a base plus 3 option years.

2. STATEMENT OF WORK:

a. This warranty and Contingency plan include all of the work conducted during the initial set up and will be performed quarterly for the duration of the contract and includes the following:

i. Factory technicians will provide hands on or oversight of the maintenance activities carried out by local maintenance personnel or local subcontractors.

ii. Plan includes service and preventative maintenance for the entire Platform as well as the Primary Containment, and Secondary Containment systems.

iii. Extended warranty on all parts for the duration of the contract including refrigerators and all BSC’s.

b. HVAC system support

i. Sub-contracted Local support with a 48-hour response time

ii. Physical HVAC System Inspection every month by local vendor for proper operation

iii. All Prefilters for HVAC system for the term of the contract will be included

iv. Extended warranty will cover all parts and labor related to the HVAC unit

v. Remote monitoring with weekly login and system parameters inspection.

c. All Consumables

i. Pre-filters filters for HVAC system

ii. Generator Oil and filter if applicable

iii. Generator Air filter if applicable

iv. Batteries

v. Light bulbs

vi. HEPA filters that fail recertification in either primary or secondary containment systems

d. Maintenance management

i. Unlimited customer service support and coordination with a local 48-hour on-site response time or 72-hour Germfree technician response time

ii. Factory technician inspection

iii. Quarterly thorough inspection of entire platform of entire cleanroom platform including primary and secondary containment systems

iv. Maintaining USP 797/800 certification readiness platform and available within 72 hours of being notified

e. Test and Certify Pharmacy Sterile Prep Equipment

i. Contractor shall review the attached reports prior to starting any testing. Testing and certification shall comply with all federal, state, local, VA, and other applicable codes regulating sterile processing of drugs.

ii. Contractor shall field verify all conditions prior to starting construction and report any discrepancies immediately to the COR.

iii. Contractor is responsible for all infection control and safety measures required to complete the testing and certification in accordance with medical center policies.

iv. After completing all testing and certification, Contractor shall furnish a printed and digital report with descriptions, locations, and pictures of all work performed.

f. Scope of Work

i. Biological Safety Cabinet Certification with Non-Viable Particle Counts (2x)

ii. Certification - Laminar Flow Clean Bench with Non-Viable Counts (2x)

iii. Cleanroom Certification - Testing and certification of HEPA filters, non-viable particle counts, cfms and/or velocities, pressures, and air changes

iv. Viable Particle Count Sampling in Pharmacy – as needed

v. Phasing: Coordinate work with the COR to minimize disruption to medical center operations.

g. COORDINATION:

i. Contractor shall provide a detailed schedule of deliverable goods and inspections 14 days after the notice to proceed for the following fiscal year.

ii. This shall include all material, filters, generator maintenance and quarterly inspections.

iii. Contractor shall provide a detailed inspection report no later than 14 days after completion.

3. GENERAL:

a. All contract field personnel engaged in work on this project shall be trained in accordance with current regulations and enrolled in a medical monitoring program. Training shall include 40-hour and annual update training in compliance with OSHA and EPA regulations.

b. Key personnel shall be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance.

c. The contractor shall provide a safety plan, that must be approved by VA safety office, for roof work prior to the performance of work.

d. The contractor’s employees shall not enter the work site without appropriate identification. They may also be subject to inspection of their personal effects when entering or leaving the project site.

e. Execute work to interfere as little as possible with normal functioning of the hospital including operations of utility services, fire protection systems and any existing equipment, and with work being performed by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor’s personnel, except as permitted by COR where required by limited working space.

f. No utility service such as water, gas, steam sewers or electricity, or fire protection systems and communications systems may be interrupted without prior approval of COR. Electrical work shall be accomplished with all affected circuits or equipment de energized. When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without the Medical Center Director’s prior knowledge and written approval. The vendor shall submit a request to interrupt any such services to COR, in writing, 48-hours in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption.

g. VA reserves the right to close down or shut down the project site and order the vendor’s employees off the premises in the event of a national emergency. The vendor may return to the site only with the written approval of the Contracting Officer.

h. Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

i. Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with COR.

j. Buildings will be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Durham VAHCS operations will not be hindered. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Durham VAHCS operations will continue during the installation period.

k. The contractor shall maintain neat and orderly work areas and shall clean area of debris and rubbish daily and dispose of waste materials offsite per hospital policies. The contractor shall provide a dumpster if it is determined to be necessary and shall work with the COR in advance for a spot-on site to establish the dumpster.

l. All work shall be performed in full accordance with applicable local and Federal regulations. All materials and installation shall conform to the recommendations of National Fire Protection Association (NFPA), plumbing and mechanical codes. No departures from specification requirements will be permitted without written approval. The Supplier shall use good safety practices while working. All hardware should be installed in such a manner to minimize damage and maximize patient and employee safety.

m. New work shall be installed and connected to existing work safely and professionally. Disturbed or damaged work shall be replaced or repaired to its prior conditions.

n. All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly.

o. Where the Government determines that the vendor has installed equipment not conveniently accessible for operation and maintenance, equipment shall be removed, and reinstalled or remedial action performed as directed at no additional cost to the Government.

p. Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241 and NFPA 51B. Obtain daily permits from facility Safety Manager at least 24-hours in advance.

q. Contractor personnel and sub-contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA personnel regarding information and information system security.

r. The contractor shall be issued temporary construction badges each day work is performed and must be returned at the end of each workday. All contractors shall wear badges so that the badges are easily viewed always while on-site. Contractor shall notify the COR immediately of any lost badges. Contractor and all their employees shall report to the safety office to receive safety training prior to working on site. Contractors will be issued a short-term parking pass. Contractor shall provide a valid driver’s license, license plate number and signed copy of their contract. OSHA 10-hour training is required for all workers on site and the OSHA 30-hour training is required for Trade Competent Persons (CPs) and shall provide documentation to the COR prior to performing any work at the VA facility.

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