36C24727Q0067.docx

SUBJECT*

557-27-1-5151-0015 - Building 3 Dental Vacuum Pump Replacement (VA-27-00007830)

GENERAL INFORMATION

VETERANS HEALTH ADMINISTRATION

Network Contracting Office (NCO) 7 2957 CLAIRMONT ROAD NE, Suite 1200 Atlanta GA 30329

POINT OF CONTACT*

Contract Specialist Jessica Cummings Jessica.Cummings3@va.gov

(803) 776-4000 x7801

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Carl Vinson VA Medical Center

1826 Veterans Blvd

Dublin GA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

SOURCES SOUGHT / REQUEST FOR INFORMATION

Building 3 Dental Vacuum Pump Replacement Carl Vinson VA Medical Center, Dublin, Georgia

PROPOSED NAICS: 811210—Electronic and Precision Equipment Repair and Maintenance PROPOSED PSC: J065—Maintenance, Repair, and Rebuilding of Medical, Dental, and Veterinary Equipment and Supplies

PURPOSE

The Department of Veterans Affairs, Network Contracting Office 7, is conducting market research to identify businesses capable of performing the Building 3 Dental Vacuum Pump Replacement requirement at the Carl Vinson VA Medical Center.

Responses are requested from all interested businesses, particularly SBA-certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Veteran-Owned Small Businesses (VOSBs). Information received will assist the Government in determining the appropriate acquisition strategy, including potential set-aside opportunities. No set-aside determination has been made.

REQUIREMENT

The contractor shall provide all labor, supervision, materials, equipment, tools, transportation, and technical expertise necessary to replace two existing dental vacuum pumps and the associated control system in the attic of Building 3.

The anticipated work includes:

• Site assessment and preparation.

• Safe disconnection, removal, and disposal of existing pumps, obsolete controls, and associated components.

• Supply and installation of two replacement dental vacuum pumps.

• Supply and installation of a compatible replacement control and monitoring system.

• Necessary piping adjustments, electrical connections, control wiring, and integration with the existing dental vacuum system.

• Operational testing, leak testing, verification, and demonstration of the completed system.

• Delivery of operating manuals, maintenance information, warranty documentation, and applicable as-built documentation.

The SOW identifies minimum pump performance requirements, including a minimum rated capacity of 80 CFM at 7 inches Hg, support for at least 10 simultaneous users per pump, and compatibility with existing 208/230V three-phase electrical service.

Replacement equipment may be from any manufacturer that meets the SOW’s performance and compatibility requirements. The existing RAMVAC Bison 9 pumps and OWL controller are identified for reference.

The SOW requires personnel performing installation to hold current ASSE 6010 Medical Gas Systems Installer certification. Respondents should identify their ability to meet this requirement and describe any recommended clarification of its applicability.

See the attached SOW for complete requirements.

LOCATION AND COMPLETION PERIOD

Carl Vinson VA Medical Center Building 3, Dental Services 1826 Veterans Boulevard Dublin, GA 31021 The anticipated completion period is 90 calendar days after award. Respondents should identify equipment lead times and any conditions that could affect this schedule. Work may require coordination for evenings or weekends to minimize disruption to patient care.

REQUESTED RESPONSE

Interested businesses should provide:

1. Company name, address, website, point of contact, telephone number, and email address.

1. Unique Entity ID (UEI), CAGE code, and SAM.gov registration status.

1. Business size under proposed NAICS 811210 and applicable socioeconomic classifications. SDVOSB and VOSB respondents should identify their current SBA certification status.

1. A capability statement addressing the complete SOW, including pump replacement, controller integration, piping and electrical connections, testing, and installer qualifications.

1. Up to three examples of relevant dental vacuum or comparable medical vacuum system projects, including scope, completion date, and whether the company served as prime contractor or subcontractor.

1. The work the company anticipates performing with its own personnel and the work it anticipates subcontracting. SDVOSB/VOSB respondents should describe their ability to comply with applicable limitations on subcontracting.

1. Anticipated equipment availability, delivery lead time, and ability to complete the requirement within 90 calendar days after award.

SUBMISSION INSTRUCTIONS

Email responses to:

Jessica Cummings, Contracting Officer Jessica.Cummings3@va.gov Subject line: Sources Sought—Building 3 Dental Vacuum Pump Replacement—[Company Name] Responses must be received by November 6, 2026 at 12PM, Eastern Time.

DISCLAIMER

This notice is for market research and planning purposes only. It is not a solicitation, request for quotation, or commitment to award a contract. The Government will not reimburse costs incurred in preparing a response. Responses are not offers and cannot be accepted to form a binding contract.

Any future solicitation will be issued separately. Responding to this notice is not a prerequisite to participating in a future solicitation.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

STATEMENT OF WORK

Carl Vinson VA Medical Center Building 3 Dental Vacuum Pump Replacement

GENERAL INFORMATION

a) Purpose The purpose of this acquisition requirement is to replace two failing vacuum pumps in the attic of Building 3 (Dental Services) at the Carl Vinson VA Medical Center in Dublin, GA.

b) Background Carl Vinson VAMC Dental Services currently relies on a dual-pump vacuum system to support all clinical suction requirements, including high-volume evacuation and infection control (saliva suction) during various types of dental operations. One of the two vacuum pumps has failed and is no longer operational; the other is in poor condition and is expected to fail in the near future.

Because suction provided by these pumps is essential for maintaining a safe and efficient operating environment during dental procedures, the continued use of the existing equipment poses an operational risk that could lead to unscheduled downtime and disruption of patient care capabilities. To ensure continuity of operations and restore full system reliability, removal of the existing vacuum pumps and the installation of new pumps for Dental Services is required.

In addition to the replacement of the two dental vacuum pumps, the On-Wall Logic (OWL) control system for the dental vacuum system will be replaced as a part of this service contract. The OWL controller system and interface is significantly outdated and an updated replacement control system will be included as a part of this Scope of Work.

c) Scope of Work The Contractor shall provide ALL labor, materials, tools, equipment, transportation, and technical expertise required to replace the two vacuum pumps and controller system for Dental Services. This scope shall include all aspects of current vacuum pump removal, removal of obsolete vacuum pump components/piping/equipment (as necessary), new vacuum pump installation, installation of new pump piping and related components, and testing & verification that new vacuum pumps are functioning properly and without issues before contract closeout. The Contractor’s responsibilities shall include, but are not limited to, the following:

1. Site assessment and preparation

2. Removal and disposal of existing equipment and associated components

3. Installation of new vacuum pumps and control system, and all associated components

4. All electrical & plumbing integration

5. System testing and commissioning, verification of proper function of new pumps prior to contract closeout

6. Site cleanup (removal of all waste, debris, tools, and unused equipment from work area) Additional service and equipment requirements of this contract are given in Section 2, “General Requirements”, below.

d) Period of Performance (POP) This is a One-Time Service Contract; Period of Performance (POP) will be ninety (90) calendar days from the contract award date.

In the event that lead time for new pumps or any associated equipment exceeds the 90-day POP window, an appropriate time extension will be granted as necessary. The time extension will be agreed upon by the Government Contracting Officer’s Representative (COR), Contracting Officer (CO), and the Contractor.

e) Location of Performance Carl Vinson VA Medical Center | Building 3 Attic Address: 1826 Veterans Blvd Dublin, GA 31021

f) Type of Contract Firm-Fixed-Price (FFP), One-Time Service Contract.

g) Hours of Operation Acceptable working hours will be determined with the COR. Tentative work hours are to be 7:00am to 3:30pm EST, Monday through Friday, excluding holidays.

*Note: some work may need to be completed after-hours or on the weekend* Normal hours of operation for the hospital are 8:00am to 4:30pm EST, Monday through Friday, excluding holidays. Holidays falling on a Sunday will be observed the following Monday.

Federal Holidays

GENERAL REQUIREMENTS

h) Current Vacuum Pump Removal The Contractor shall be responsible for providing ALL labor, materials, tools, equipment, and supervision necessary for the removal of the two vacuum pumps currently in use by Dental Services. The Contractor shall be responsible for the safe disconnection of all electrical, plumbing, drain, and ventilation system connections as applicable for both pumps. All disconnection tasks must follow proper lockout/tagout procedures and ensure that all systems are de-energized and depressurized as necessary. The Contractor shall be responsible for safely detaching and removing the existing pumps from their mounting bases and any other physical supports.

The Contractor shall be responsible for removal of any and all associated accessories, such as separators, filters, external piping segments replaced as part of the new installation, and any outdated/obsolete components no longer needed for the new pumping system. The Contractor shall be responsible for the transportation of the removed pumps and equipment off-site and disposing of the removed equipment in accordance with any applicable regulatory requirements. Throughout the entire process, the Contractor shall make every effort to avoid damage to existing building systems, walls, floors, electrical conduit, and other components that will remain in service. Any incidental damage that occurs must be repaired at no additional cost to the Government.

i) Installation of New Vacuum Pumps & Pump Requirements The Contractor shall supply and install two new vacuum pumps as replacements for the two units currently in place. The Contractor shall be responsible for the supply and installation of new vacuum pumps, including ALL labor, materials, tools, equipment, and supervision necessary for the installation and integration of new pumps. The Contractor shall install the new vacuum pump system in accordance with manufacturer specifications and VA Directives (VHA Directive 7515(1) – Medical Gas and Vacuum Systems), ensuring compliance with any applicable codes, specifically NFPA 99. This includes positioning and securing the new pumps on a secure and level mounting base, ensuring any necessary vibration/noise control, and ensuring adequate clearance for airflow, heat dissipation, and service access.

The Contractor shall connect the new pumps to existing suction lines, waste discharge lines, and any required drainage or condensate outlets, making any necessary adjustments to piping, fittings, and brackets to ensure proper alignment and airtight seals. Electrical connections shall be made in accordance with local electrical codes and matched to the voltage, phase, and load requirements of the new pumps. If the new pumps require external components such as control panels, separators, mufflers, or filters, the Contractor shall install and integrate these as a part of the system.

The Contractor is free to supply and install dental vacuum pumps of its choosing; there is no brand-name preference or restriction associated with this requirement. However, any proposed replacement pumps shall meet or exceed the performance specifications of the existing RAMVAC Bison 9 units, including but not limited to:

· Minimum rated capacity of 80 CFM @ 7" Hg

· Support for a minimum of 10 simultaneous users (10 users per pump, for a total of 20 user rating for the two-pump system)

· Electrical specifications compatible with the existing 208/230V three-phase service

· Oil-lubricated or equivalent-duty rotary vane (or comparable) pump design suitable for continuous multi-operatory dental clinical use

· Compliance with applicable UL, NFPA 99, and FDA medical device requirements for dental vacuum systems The Contractor shall provide complete technical specification sheets and/or cut sheets for the proposed replacement equipment as part of its submission, demonstrating that the proposed pumps meet or exceed these minimum requirements. Pumps that do not meet the above spec requirements will not be accepted, and failure to supply and install vacuum pumps that do not meet the requirements may result in contract termination.

j) Controller Interface Replacement The Contractor shall supply and install a new control and monitoring interface system to replace the existing OWL (On-Wall Logic) controller system, which is being replaced as part of this contract. The existing OWL system shall be replaced with a control system that provides equivalent or improved monitoring, control, and alarm functionality for all vacuum units and associated equipment, including pump start/stop control, vacuum pressure monitoring and digital display, fault/alarm detection and notification, and compatibility with the newly installed vacuum pumps and any other system components it is intended to control or monitor. Replacement of the control system shall include all associated system components, including but not limited to:

· OWL Touch Display Panel

· OWL Hub Unit

· Associated power supply / transformer

· All low-voltage communication wiring between the hub, display, and each component of the system

· Integration / reconfiguration of remote switch panels or illuminated switches tied to the old system The new control system shall be fully compatible with, and capable of interfacing with, the newly installed vacuum pumps and all associated system components under its control, including but not limited to pump motor start/stop and run status, vacuum pressure monitoring and digital display, moisture/fault detection and alarm indication, oil level or lubrication system monitoring (if applicable to the proposed pump design), and any remote switch stations or low-voltage control wiring serving the dental operatories.

The proposed controller does not have to be a brand-name match to the replacement pumps but shall be fully integrated and configured by the Contractor to provide seamless, reliable operation of the complete vacuum system as a unified unit, with no loss of functionality, monitoring capability, or alarm/notification features compared to the system being replaced.

In the event the proposed controller and replacement pumps are of different manufacturers, the Contractor shall provide written documentation such as a manufacturer compatibility statement, integration certification, or equivalent technical confirmation, demonstrating that the proposed controller is rated and supported by its manufacturer for use with the specific proposed pump model, prior to installation and as part of its technical submission.

k) Testing & Verification After installation of new vacuum pumps, control system, and all associated components, the Contractor shall perform testing and verification for proper operation of the new vacuum pump system, including verification of suction performance, conducting leak testing, ensuring proper ventilation and noise control, and confirming that the new pumps and control system meet all operational requirements and manufacturer specifications.

This testing must be done with VA Facility Maintenance personnel present to verify proper system operation prior to acceptance. The Contractor shall demonstrate full system functionality in the presence of VA Facility Maintenance personnel, including startup and shutdown sequences, alarm and fault indication response, pressure/vacuum readings at representative operatories, and overall system performance under simulated clinical load conditions. Any functional or operational defects identified during testing and verification shall be corrected at the sole expense of the Contractor, and the new vacuum pumps and control system must be verified to be functioning correctly before contract closeout.

If requested by CVVAMC Facility Maintenance staff, the Contractor shall also provide hands-on orientation to VA Facility Maintenance personnel on routine operation, monitoring, and basic troubleshooting of the new pumps and control system.

Upon successful completion of testing, the Contractor shall provide all operation and maintenance manuals, warranty documentation, any as-built documentation, and shall obtain written acknowledgment/sign-off from VA Facility Maintenance personnel confirming that the system has been tested, demonstrated, and accepted as fully operational prior to final contract closeout.

l) Contractor Installer Certifications The Contractor shall ensure that all personnel performing installation of the new dental vacuum pump system hold a current ASSE 6010 Medical Gas Systems Installer certification, in accordance with NFPA 99 (Health Care Facilities Code) requirements for medical-surgical vacuum systems.

m) Site Access, Coordination, and CVVAMC Assistance The COR will serve as the primary Point of Contact (POC) and acceptance authority.

The VA will not be responsible for storage of equipment, materials, or tools.

The Contractor must check in with the COR or other designated VA personnel daily upon arrival at the facility. The check-in method will be up to the COR’s discretion. Failure to comply may result in issues with VA Police or other facility personnel.

It is the vendor’s responsibility to properly assess the working conditions and include in the bid any specialty equipment, training, additional time, personnel, or safety equipment to perform the work safely and in compliance with all applicable local, State, and Federal regulations.

All work shall be coordinated in advance with the COR or other designated VA facility personnel. This is to avoid disruption of Dental Services and patient care during normal hours of operation. No work will be performed without prior coordination and schedule approval with the COR. To avoid disruptions to Dental Services, pump removal and installation may need to be performed over the weekend or after normal hospital hours of operation. This determination will be made at the discretion of the COR.

n) Other Requirements The Contractor shall follow all safety measures to ensure a safe working environment for all involved. The Contractor is expected to always keep the work environment clean and safe.

Employees of the Contractor and subcontractors shall always conduct themselves in a professional manner while on medical center property. The vendor shall ensure all personnel working on this contract are aware of Medical Center rules pertaining to employee behavior and conduct. Physical or verbal misconduct may be grounds for removing employees from Medical Center property, or grounds for arrest by the VA Police. Employees may be banned from Medical Center property as a result of inappropriate or illegal behavior. The vendor shall not be entitled to any compensation from the Government for any costs resulting from employee misconduct (including, but not limited to, delays in contract completion) and may be held liable for costs incurred by the Government as a result of employee misconduct.

Hospital operations and patient care shall take priority. Any anticipated disruptions to normal operations must be communicated and approved by the COR and other VA personnel as necessary. The Contractor shall take any measures necessary to ensure that patient care services are uninterrupted and unaffected by the work being performed.

CHANGES TO STATEMENT OF WORK (SOW)

Any changes to this SOW shall be authorized and approved only through written correspondence from the Government Contracting Officer (CO). A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne solely by the Contractor.

SECURITY

o) General Security Requirements Contractors, Contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

PARKING / LAYDOWN AREA

The Contractor shall make necessary arrangements for parking. There shall be no Contractor or subcontractor vehicles parked on roadways, in patient parking areas, obstructing the loading dock, etc.

The Contractor shall coordinate loading/unloading of materials/equipment in advance with the COR, including any use of the loading dock. Materials shall not be deposited on the loading dock for any length of time.

There is no guarantee for laydown of equipment. The CVVAMC shall not provide an extensive area for storage of any equipment. It is the responsibility of the Contractor to ensure their equipment remains secure.