36C24623Q0918.docx

36C24623Q0918 Dialysis Water Purification System Maintenance and Supplies, Veterans Affairs Medical Center, Durham 36C24623Q0918

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24623Q0918 06-22-2023 Keicha Passley 757-726-6048 06-30-2023 10:30 am

EDT

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

VA

23667 X 333310 1000 Employees N/A X Department of Veterans Affairs See Schedule

Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667

Financial Services Center

PO BOX 149971

Austin

TX

78714-9971 512-460-5049 512-460-5221 X See CONTINUATION Page Dialysis Water Purification Supplies and Maintenance for the Durham VA and Brier Creek Medical Center See CONTINUATION Page X

TBD

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C246

Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 SCHEDULE OF SERVICES

Service Locations The Veterans Health Administration (VHA), Durham VA Health Care System (HCS) located at 508 Fulton Street in Durham, North Carolina and VA Brier Creek dialysis unit (8081 Arco Corporate Drive, Suite 130, Raleigh NC 27617)

Base $_____________ Option Year 1 $_____________ Option Year 2 $_____________ Option Year 3 $_____________ Option Year 4 $_____________

Total contract value $__________________

BASE PERIOD – July 03, 2023 through July 2, 2024

(LAL-contractor to provide testing material and tubes and shipping material; water; 2 per month – Bacteria - customer will pull and send; contractor to provide testing material and tubes and shipping material; water; 2 per month, one from loop supply and one from loop return; 7-day incubation with interim results)

TOTAL ESTIMATED PRICE OF BASE PERIOD

OPTION PERIOD ONE (1) – July 03, 2024 through July 2, 2025

(LAL-contractor to provide testing material and tubes and shipping material; water; 2 per month – Bacteria - customer will pull and send; contractor to provide testing material and tubes and shipping material; water; 2 per month, one from loop supply and one from loop return; 7-day incubation with interim results)

TOTAL ESTIMATED PRICE OF OPTION YEAR 1

OPTION PERIOD TWO (2) – July 03, 2025 through July 2, 2026

(LAL-contractor to provide testing material and tubes and shipping material; water; 2 per month – Bacteria - customer will pull and send; contractor to provide testing material and tubes and shipping material; water; 2 per month, one from loop supply and one from loop return; 7-day incubation with interim results)

TOTAL ESTIMATED PRICE OF OPTION YEAR 2

OPTION PERIOD THREE (3) – July 03, 2026 through July 2, 2027

(LAL-contractor to provide testing material and tubes and shipping material; water; 2 per month – Bacteria - customer will pull and send; contractor to provide testing material and tubes and shipping material; water; 2 per month, one from loop supply and one from loop return; 7-day incubation with interim results)

TOTAL ESTIMATED PRICE OF OPTION YEAR THREE

OPTION PERIOD FOUR (4) – July 03, 2027 through July 2, 2028

(LAL-contractor to provide testing material and tubes and shipping material; water; 2 per month – Bacteria - customer will pull and send; contractor to provide testing material and tubes and shipping material; water; 2 per month, one from loop supply and one from loop return; 7-day incubation with interim results)

TOTAL ESTIMATED PRICE OF OPTION YEAR 4

Total Estimated Base Year plus Option Years $ Page 1 of Page 1 of

STATEMENT OF WORK

Reverse Osmosis Systems Maintenance and Repair Service

BACKGROUND

The Durham VA Healthcare system has two dialysis units:

1. Durham VA hospital-based unit (508 Fulton Street in Durham NC 27705) . The Durham Hospital dialysis unit provides chronic and acute hemodialysis treatments within the hospital dialysis unit (14 stations + 2 isolation rooms), in addition to acute dialysis in the ICUs and patient rooms within hospital. The dialysis unit operates 2-3 patient shifts per day, 6 days a week (Monday-Saturday) from early morning (5 a.m.) until approximately 7 p.m. The hospital-based unit has one central RO (MarCor CWP 104H with backup DI system), central acid tank with distribution loop, and multiple MarCor Portable RO units (WRO300H and EON)

2. VA Brier Creek dialysis unit (8081 Arco Corporate Drive, Suite 130, Raleigh NC 27617). The dialysis unit has 12 stations + one isolation room. The VA Brier Creek dialysis unit operates two dialysis shifts per day , 6 days a week (Monday-Saturday), typically from early morning (5 a.m.) until approximately 5 p.m. This dialysis unit has one central RO (MarCor CWP 104H with backup DI system) and a central acid tank with distribution loop .

SCOPE:

The requirement is for maintenance service, including corrective and preventive maintenance, on all of the existing RO systems in both dialysis units of the Durham VA Healthcare System. The Contractor shall meet all the requirements of the SOW, and have the ability to provide the required supplies and services to the VA dialysis units. VA Dialysis Center staff will coordinate a time of service with the Contractor to provide the required services at a time when the RO System is not being used for treatment. VA Dialysis Centers operate on all Federal holidays except Christmas.

See attached spreadsheet for details on required items

· Laboratory Services:

The Contractor shall provide laboratory services through a third party certified laboratory that perform the following tests: Limulus Amebocyte Lysate (LAL) analysis on water and dialysate samples, bacterial culture on water and dialysate samples, and AAMI chemical analysis on water samples. The lab must meet the most recent AAMI, CMS, and other national dialysis lab testing standards. The dialysis labs must be performed in accordance with most recent AAMI guidance and results must meet the most recent AAMI, dialysis lab testing standards. The Contractor shall be responsible for:

· Providing the VA Dialysis Center Medical Directors with evidence of the lab’s certification. The Contractor shall inform the Medical Directors of any changes to the lab’s certification.

· Providing all supplies required for the collection, processing, and shipping of the samples, including the required specimen tubes or containers, pre-paid (and pre-labeled with addressee information) shipping labels, shipping ice-packs, and shipping containers/boxes. Supplies shall be provided every 6 months or upon request.

· Performing the lab tests shipped by VA through a third party certified laboratory, and providing official reports of test results in a timely fashion and in an electronic format (pdf format) to the VA Dialysis Center Medical Director and/or designated Dialysis Center staff members.

· Upon request, training the Dialysis Center staff on the lab’s requirements for packaging and shipping of samples to ensure adherence to national standards for packaging and shipping of lab samples. VA staff will be responsible for collecting samples from water and dialysate for testing for bacterial cultures, endotoxin LAL tests, and AAMI chemical analysis, and packing and shipping the samples according to the requirements of the lab that will perform the tests. The Contractor shall also provide each VA Dialysis Center with written instructions on the lab’s packing and shipping requirements during the Initial Operator Training.

· The samples should be processed at a certified ESRD lab that follows the above AAMI standards. Endotoxin levels will be processed and resulted within 48 hours of being received. Colony count samples should get incubated for 7 days. The plates will be read by the processing lab personnel at 48hrs, 72hrs, 120hrs, and at 168hrs (7 days). If results at 48hr, 72hrs, or 120hrs exceed AAMI “Action” level (colony count of 50 CFU/mL or greater), then the results will be sent to the dialysis clinic as soon as these findings are detected. If preliminary results show levels that are still below AAMI limits, then the sample will be incubated for 7 days and a final report will be issued after the 7-day incubation period is over. The bacteriology result would be reported as the actual colony forming unit (CFU) count when there is growth and the number is below (at least) 100. Reports of “more than x” are acceptable ONLY as long as the number “x” is ≥ 100.

· The frequency of required laboratory testing during the maintenance period will be as follows:

· VA Brier Creek Unit:

· Central RO System:

· Bacteria and endotoxin testing from the RO System, from the post endotoxin filter, and from the water loop return line: Testing is to be performed every month.

· AAMI chemical testing from the city water: Testing is to be performed annually

· AAMI chemical testing from the RO System product water: Testing is to be performed every six months

· Hemodialysis machine testing:

· Bacteria culture and endotoxin testing to be performed on at least two machines per month with all machines tested once a year

· Durham Hospital Unit:

· Central RO System:

· Bacteria and endotoxin testing from the RO System, from the post endotoxin filter, and from the water loop return line: Testing is to be performed every month.

· AAMI chemical testing from the city water: Testing is to be performed annually

· AAMI chemical testing from the RO System product water: Testing is to be performed every six months

· Portable RO Systems:

· Bacteria and endotoxin testing from each RO system from the sampling port performed every month

· AAMI chemical testing from the RO system product water: Testing is to be performed every six months. Or upon replacement of a new membrane on the portable RO.

· Hemodialysis machine testing:

· Bacteria culture and endotoxin testing to be performed on at least two machines per month with all machines tested once a year

· Note: The VA may send lab samples at greater frequency or larger quantities than specified above. The Contractor shall provide pricing for the following tests: Bacterial Test, LAL Test, AAMI Water Chemical Test. The pricing shall include the cost for supplies and shipping.

· Supply of material:

· CWP systems: The contractor shall provide and deliver the following supplies to each of the two Durham dialysis unit (the VA hospital-based unit and the VA Brier Creek unit):

· Minncare Cold Sterilant solution for Disinfection of central RO CWP machine . The Contractor shall supply sterilant at a volume sufficient for the VA to disinfect the RO System weekly (approximate need is one case per month; provide supply every 6 months or as necessary.)

· Residual chemical test strips. Minimum of 1 bottle needed every three months. Supply to be provided every 6 months or as needed.

· CWP 20" prefilter cartridges. 1 filter in each CWP system. Filters are exchanged monthly by the VA dialysis staff. Supply to be provided every 6 months or as needed.

· Low pH cleaning solution (1/2 Gallon every 6 months; cat# 175-02-027) and high Ph cleaning solution (1/2 Gallon; cat# 175-02-029) for cleaning of the CWP RO membranes. Cleaning of the 4 membranes will be done by HD staff once every 12 months. Contractor to provide the cleaning solutions annually.

· Cleaning of the RO membranes with low pH solution and high pH solution. Cleaning done every 6 months

· Portable RO related supplies to be delivered to the hospital-based unit:

· Appropriately sized carbon blocks (0.5 cu ft) for WRO300/EON systems; 1 carbon block exchange for each machine every 3 months.

· Sediment (1 micron) and endotoxin pyrogen filters as needed.

· Preventive Maintenance on the central CWP RO system:

· System Performance Review: As part of this preventative maintenance agreement, contractor will inspect Customer’s water system, which includes inspection of the items listed below. Contactor technician will document any issues in the service report that he or she believes may affect Customer’s water. Listed below are the minimum items to be included in the System performance review:

· Inspect & Record Dialysis System Readings Data: Inspect Reverse osmosis Water System (“RO”) and record RO readings prior to the service technician servicing the system.

· Inspect & Record Operation's Log Book Data: Review Operation’s Log Book for completeness, issues and trends. Record any issues in the service report.

· Inspect & Record Feed Water Chemistry Data: Inspect feed water chemistry by taking a sample of system feed water before pretreatment to check for hardness and chlorine levels with appropriate test kits. Record findings in the service report.

· Inspect temperature blending valve screen and performance; calibrate as needed

· Inspect booster pump pressures and its expansion tank air pressure; calibrate as needed

· Inspect & Record Sediment Filter Data: Inspect Sediment filter tank by checking the operation. Record tank pre and post pressures, pressure drops, and correct timer settings; if necessary, correct the timer settings.

· Inspect & Record Water softener Data: Inspect Water Sediment tank by checking the operation. Record tank pre and post pressures, pressure drops, and correct timer settings; if necessary, correct the timer settings.

· Inspect & Record Carbon Tanks Data/Backwash Heads: Inspect carbon filter tanks by checking the operation of carbon filter 1 and carbon filter 2, including pressure drops and correct timer settings. Record carbon filter 1 and carbon filter 2 filter pre and post pressures and chlorine levels post carbon filter 1 and 2, and, if necessary, correct the timer settings.

· Inspect preRO filter: Record pre and post pressures and pressure drops. Alert VA staff and record any issues in the service report.

· Inspect & Record Control Panel Data: Inspect control panel on the RO by checking the system control panel for correct operation and indicators on the panel, which includes control switches, indicator lamps, meters and local alarms. Alert VA staff and record any issues in the service report.

· Inspect Endotoxin filter: Record pre and post pressures and pressure drops. Alert VA staff and record any issues in the service report.

· Inspect & Record Mixed Bed (DI) Tanks Data: Inspect mixed bed (DI) tanks, if necessary. Record resistivity with a calibrated hand held meter.

· Inspect & Record fittings, tubing, pressure gauges: Record flow rates and document any issues in the service report.

· Complete Pressure Calibrations

· CWP Annual Preventive Maintenance Kit:

· Perform and provide parts for annual preventive maintenance on RO system per manufacturer guidelines. Contractor will furnish the Preventative Maintenance Kit from the manufacturer for the given year of Customer’s CWP and perform the services required thereunder.

· Pretreatment:

· Clean salt tank: Contractor to empty, clean, then refill the salt tank. Expected annually.

· Re-bed water softener tank, Seven (7) cu.ft. softener resin (expected every 5 years)

· Carbon Filter Rebed: The CWP system has 2 tanks, each contains 10 cubic feet of carbon. Contractor to annually rebed the two carbon filters by removing the gravel and carbon and replacing it with new carbon and gravel. Use acid washed carbon (mesh size of 12x40 and an iodine number of at least 950). Contractor will be responsible for disposal of used carbon and gravel.

· Rebuild Carbon Head: rebuild pretreatment carbon head. This includes a piston assembly and the seals and spacers for the head. Will be done annually.

· Replacement of Union joints (Assay, Pretreatment Head Kits):

· Carbon tank joints to be replaced annually when the head are rebuilt

· Softener and sediment filter union joints every 2 years.

· RO membranes:

· Upon request, contractor to clean central RO machine with low pH RO solution & then high pH RO solution (Labor only).

· Replace central RO membranes using manufacturer membranes: system has 4 membranes; expected every 5 years and as needed.

· Upon request, chemical disinfection of CWP distribution loop with Minncare Cold Sterilant Solution at 1% concentration (labor and solution and strips)

· Post Treatment:

· Provision and exchange of endotoxin filters and seal. Contractor shall supply and exchange the endotoxin filters and seals every 6 months or as needed.

· Provision and exchange of mixed bed DI tanks. The CWP system has 2 DI tanks (14X47, 3.61 cu). Exchange to be performed a minimum of every 6 months. Contractor will bring the rental DI tanks to the designated area of the dialysis unit, remove the old tanks, and connect the new tanks. Exchange frequency is every 6 months, and as upon request.

· Per request services not included in monthly maintenance service contract price: flush of acid loop with hot water and vinegar, re-bed water softener, replace central RO membrane, chemical disinfection of Central Dialysis Water System (CWP) distribution loop with cold sterilant solution at 1% concentration.

· Replace RO System operational malfunctions and defective or malfunctioning parts as need, using authentic manufacturers parts.

· Portable RO systems preventive maintenance:

· Exchange of RO membrane every two years, or as needed based on culture results.

· TRAINING REQUIRUIREMENTS:

· Refresher Operator Training of CWP: The Contractor shall provide annual on-site refresher training to dialysis staff. This Refresher Training shall be priced separately at a cost per training session. The training shall include instruction on the care, handling, set-up, and cleaning of the equipment.

· Maintenance Training of CWP: Upon request, the Contractor shall provide in-depth biomedical maintenance training for designated VA employees per VA site. This Maintenance Training shall be priced separately at a cost per employee. This training may occur on-site at the VA Dialysis Center or at the Contractor’s training facility.

· Portable RO refresher maintenance training of portable ROs: Upon request, the contractor shall provide in-depth biomedical maintenance training for designated VA employees per VA site. This training shall be priced separately at a cost per employee. This training may occur on-site at the VA dialysis center or at the contractor’s training facility.

· RO SYSTEMS DOCUMENTATION REQUIREMENTS:

· Upon performance of any maintenance service, the Contractor shall provide each VA Dialysis Center with documentation of the services performed on any RO Systems. The Contractor shall provide documents in both electronic (e.g., searchable PDF) and hard copy (e.g., bound or notebook, etc.) formats. Documentation shall include the following information:

· Machine model and serial number of equipment serviced

· Date and time called, time of arrival, and reason for call

· All work performed and parts replaced

· Written procedures followed and evidence that equipment has been inspected according to those procedures

· On a quarterly basis, the Contractor shall provide the Contracting Officer with one (1) electronic quarterly sales report. The quarterly sales report shall contain information on all RO Systems ordered under this contract. The format for this report will be provided to the Contractor within 30 days after contract award. The report is due within thirty (30) calendar days after the close of each quarter’s business:

· 1st Quarter – October 1 – December 31

· 2nd Quarter – January 1 – March 31

· 3rd Quarter – April 1 – June 30

· 4th Quarter – July 1 – September 3

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this…