36C24826Q0664.docx

DOCX document 117 KB Posted Jul 30, 2026

Attached to: Deionized Water System Federal contract opportunity
Solicitation number: 36C24826Q0664
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 8

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Written by GovTribe AI · Jul 30, 2026

This is a Request for Quote (RFQ) for maintenance services on an Ameriwater RO Deionized Water Treatment System at the Lee County VA Healthcare Center in Cape Coral, Florida. The Department of Veterans Affairs Network Contracting Office 8 is seeking a fixed-price contract for preventative maintenance and repair services on all non-dialysis water treatment systems, including De-Ionization (DI) systems, Reverse Osmosis (RO) systems, water softeners, and salt deliveries. The solicitation is set aside 100% for small businesses and uses simplified acquisition procedures under FAR Part 12. The contract will be awarded to a single responsible vendor based on best value using comparative analysis of evaluation factors.

The RFQ requires quotes for a base period of one year followed by four one-year option periods. Key line items include monthly baseline maintenance service with all parts and labor included, semi-annual DI tank exchanges (2 per year), salt deliveries three times annually, sub-micron filter replacements (2 per year), annual UV light replacements, RO system disinfection quarterly (4 per year), softener re-bedding as needed, and piping rebuilds as needed. All work must comply with ANSI/AAMI ST108:2023 water quality standards for medical device processing, and all resin must be from 510K medically approved sources. The contractor must provide qualified field service engineers with factory training and minimum two years' experience, maintain 24-hour telephone hotline support with 2-hour telephone response and 24-hour on-site service response (4-hour emergency response), and submit detailed service reports within 24 hours of completing work. A non-mandatory site visit is scheduled for August 7, 2026, at 9:00 AM Eastern. Written questions must be submitted by August 11, 2026, at 12:00 PM Eastern, with answers posted by August 13, 2026. Quotes are due by August 21, 2026, at 12:00 PM Eastern and must be submitted via email to the contract specialist. Travel costs will not be paid by the Government, and all work must be performed during normal business hours (6:00 AM–5:00 PM, Monday–Friday, except federal holidays) unless otherwise arranged with the Contracting Officer's Representative. The contractor is responsible for all damages to Government property and daily cleanup of the work site.

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36C24826Q0664

DESCRIPTION

General Information

Action Code:

Combined Synopsis Solicitation

Document Type:

RFQ

RFQ Number:

36C24826Q0664

Posted Date:

July 31, 2026

Response Date:

August 21, 2026

Classification Code:

J046

Set Aside:

NAICS Code:

811310

POINT OF CONTACT*

Contract Specialist Timothy Felix timothy.felix@va.gov 904-228-0645

Place Of Performance

NCO 8

ADDRESS: VA Healthcare System Lee County VA Healthcare System (CBOC) 2489 Diplomat Parkway East Cape Coral, FL33909 Contracting Office Address

NCO 8

ATTN: Timothy Felix 10000 Bay Pines Blvd Bay Pines, FL 33744 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in RFO Part 12, Acquisition of Commercial Product and Commercial Services, Simplified Procedures as supplemented with additional information included in this notice. This procurement is being conducted under Subpart 12.201.1 Simplified Procedures. This announcement constitutes the only solicitation for this action. Quotes are being requested, and a written solicitation will not be issued.

This solicitation is issued as a Request for Quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01, effective 03-13-2026.

The Network Contracting Office 8-RPO East intends to award a fixed price contract, providing for all labor, tools, equipment, repair parts, transportation and supervision for Ameriwater RO Deionized Water Treatment System Maintenance for the Lee County VA Healthcare Center (VAHCC) in accordance with the below Statement of Work (SOW) and attached Price Schedule.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811310 and Updated the FAC date, $12.5 Million.

Set-Aside Requirement: 100% Small Business Set-aside, The Government reserves the right to make no award from this solicitation.

Any award resulting from this solicitation will be made using a comparative analysis using evaluation factors.

In compliance with 38 U.S.C. 8127 Prospective offerors must be registered in the System for Award Management (SAM) at https://www.sam.gov to be considered for an award of a federal contract, and registration must be complete and not missing elements such as representations and certifications.

SITE VISIT: The site visit will be held Friday, 08/07/2026, at 9:00 AM Eastern at the Lee County VA Healthcare Center located at 2489 Diplomat Parkway East, Cape Coral, FL 33909. Vendors are required to contact Timothy Felix, or timothy.felix@VA.gov, to sign up for the site visit. Vendors shall park on North Side of building, enter through the front doors, and check-in at the Volunteer Information Desk in the main lobby. Vicent Naimo will meet you in the main lobby. The site visit is not mandatory.d.

VENDOR QUESTIONS: During the site visit refrain from verbal questions. All questions regarding this RFQ must be submitted after the site visit, in writing and sent by e‐mail to timothy.felix@va.gov. Submitted questions must be received no later than Tuesday, 08/11/2026 by 12:00 PM Eastern. No further questions will be accepted after that date and time.

ANSWERS TO VENDOR QUESTIONS: Answers to vendors submitted questions will be posted on FBO no later than Thursday 08/13/2026 by 12:00 PM Eastern.

*QUOTE SUBMISSION: Offers are due on/or before Friday 8/21/2026 by 12:00 PM Eastern. Quotes shall be sent by e‐mail “only” to the Contracting Specialist (Timothy Felix) at timothy.felix@va.gov. The Government will award a Firm Fixed Priced (FFP) contract resulting from this RFQ to the responsible vendor whose quote using comparative analysis using evaluation factors and is the best value to the Government.

Vendors are required to follow the “Instructions to Quoters” on pages 30 – 33 of this Synopsis/Solicitation RFQ.

B. Schedule of Services Eligible vendors shall quote prices for required services listed in the Statement of Work below by completing all Line Item Numbers (LINs) listed in Attachment B - Price Schedule. The completed Price Schedule must be submitted with the offeror’s final quote Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

*= Required Field

Combined Synopsis/Solicitation Notice

Page 1 of

Combined Synopsis/Solicitation Notice

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS	4
B.1 CONTRACT ADMINISTRATION DATA	4
B.2 PRICE/COST SCHEDULE	5
ITEM INFORMATION	5
B.3 DELIVERY SCHEDULE	15
B.4 STATEMENT OF WORK	16
SECTION C - CONTRACT CLAUSES	23
C.1 52.212-4 TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION) (OCT 2025)	23
C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)	29
C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)	29
C.4 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (DEVIATION APR 2026)	30
C.5 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025) (DEVIATION)	31
C.6 52.240-93 BASIC SAFEGAURDING OF COVERED CONTRACTOR INFORMATION SYSTEMS (DEVIATION) (NOV 2025)	40
C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)	42
SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS	44
SECTION E - SOLICITATION PROVISIONS	45
E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION) (OCT 2025)	45
E.2 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES	46
E.3 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025) (DEVIATION)	48
E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)	50
E.5 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION)(OCT 2025)	51

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 36C248 Todd Pappas Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 10,000 Bay Pines Blvd Bay Pines FL 33744

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

[X]

52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[]

52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly	[]
b. Semi-Annually	[]
c. Other	[X] Monthly

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:

AMENDMENT NO

DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

12.00

__________________

MONTHLY BASE LINE SERVICE. THE VENDOR SHALL PROVIDE ALL PARTS, LABOR, TOOLS, EQUIPMENT, SUPERVISION TO MAINTAIN ALL NON-DIALYSIS WATER TREATMENT SYSTEMS AT THE LEE COUNT VA MEDICAL CENTER IN ACCORDANCE WITH THE STATEMENT OF WORK Contract Period: Base POP Begin:

POP End:

PRINCIPAL NAICS CODE: 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance PRODUCT/SERVICE CODE: J046 - Maintenance, Repair, and Rebuilding of Equipment - Water Purification and Sewage Treatment Equipment

2.00

__________________

DI Tank Exchanges semi annually

POP Begin:

POP End:

3.00

__________________

Salt Deliveries 3X TIMES A YEAR

POP Begin:

POP End:

2.00

__________________

Sub-micron Filter

POP Begin:

POP End:

1.00

__________________

UV Replacement

POP Begin:

POP End:

4.00

QTR

__________________

RO Disinfection 4X A YEAR

POP Begin:

POP End:

1.00

__________________

Softener Re-bed

POP Begin:

POP End:

1.00

__________________

Piping Rebuild

POP Begin:

POP End:

12.00

__________________

POP End:

2.00

__________________

DI Tank Exchanges semi annually

POP Begin:

POP End:

3.00

__________________

Salt Deliveries 3X TIMES A YEAR

POP Begin:

POP End:

2.00

__________________

Sub-micron Filter

POP Begin:

POP End:

1.00

__________________

UV Replacement

POP Begin:

POP End:

4.00

__________________

RO Disinfection 4X A YEAR

POP Begin:

POP End:

4.00

__________________

RO Disinfection 4X A YEAR Contract Period: Option 2 POP Begin:

POP End:

1.00

__________________

Softener Re-bed

POP Begin:

POP End:

12.00

__________________

POP Begin:

POP End:

2.00

__________________

DI Tank Exchanges semi annually

POP Begin:

POP End:

3.00

__________________

Salt Deliveries 3X TIMES A YEAR

POP Begin:

POP End:

2.00

__________________

Sub-micron Filter

POP Begin:

POP End:

1.00

__________________

UV Replacement

POP Begin:

POP End:

4.00

__________________

RO Disinfection 4X A YEAR

POP Begin:

POP End:

1.00

__________________

Softener Re-bed

POP Begin:

POP End:

1.00

__________________

Piping Rebuild

POP Begin:

POP End:

12.00

__________________

POP End:

2.00

__________________

DI Tank Exchanges semi annually

POP Begin:

POP End:

3.00

__________________

Salt Deliveries 3X TIMES A YEAR

POP Begin:

POP End:

2.00

__________________

Sub-micron Filter

POP Begin:

POP End:

1.00

__________________

UV Replacement

POP Begin:

POP End:

4.00

__________________

RO Disinfection 4X A YEAR

POP Begin:

POP End:

1.00

__________________

Softener Re-bed

POP Begin:

POP End:

1.00

__________________

Piping Rebuild

POP Begin:

POP End:

12.00

__________________

POP End:

2.00

__________________

DI Tank Exchanges semi annually

POP Begin:

POP End:

3.00

__________________

Salt Deliveries 3X TIMES A YEAR

POP Begin:

POP End:

2.00

__________________

Sub-micron Filter

POP Begin:

POP End:

1.00

__________________

UV Replacement

POP Begin:

POP End:

4.00

__________________

RO Disinfection 4X A YEAR

POP Begin:

POP End:

1.00

__________________

Softener Re-bed

POP Begin:

POP End:

1.00

__________________

Piping Rebuild

POP Begin:

POP End:

GRAND TOTAL

__________________

B.3 DELIVERY SCHEDULE

ITEM NUMBER

SHIPPING INFORMATION

QUANTITY

DELIVERY DATE

0001-4008

SHIP TO:

LEE COUNTY VA CLINIC

FMS Engineering Office 2489 Diplomat Parkway East Cape Coral, FL 33909

USA

12.00

TBD

MARK FOR:

Vincent Naimo

239-652-1800 x 20220 Vincent.Naimo@va.gov

FOB:

DESTINATION

Page 1 of

B.4 STATEMENT OF WORK

NON-DIALYSIS (M&O) WATER TREATMENT PREVENTATIVE MAINTENANCE SERVICE – LEE COUNTY

Lee County Healthcare Center, 2489 Diplomat Pkwy E, Cape Coral, FL 33909

1. GENERAL

1.1. Background

The Lee County Healthcare Center (LCHC) has a requirement to ensure all facility water treatment systems maintain all De-Ionization (DI) Systems, Reverse Osmosis (R/O), Water Softeners, and Salt Deliveries. The Contractor shall furnish all labor, parts, travel, and equipment to provide maintenance and repair services for all systems identified in this Statement of Work (SOW).

1.2. Scope of Work

Contractor shall maintain all De-Ionization (DI) Systems, Reverse Osmosis (R/O), Water Softeners, and Salt Deliveries identified in this SOW. All resin used in tanks must be from a 510K medically approved regeneration plant. Proof of 510K certification must be provided. Contractor shall maintain all DI, R/O systems located at LCHC, Water for the Reprocessing of Medical Devices, which is referenced in ANSI/AAMI ST108:2023 Water for the processing medical devices in Health Care Facilities. The contractor shall present any equipment or material replaced to the VA COR for inspection and/or evaluation prior to its removal or disposal. System is to be sanitized as needed following any work performed.

1.3. Period of Performance

The period of performance for this contract shall be for a base period of one year followed by four one-year option periods.

1.4. Place of Performance

The Contractor’s primary place of work performance will be at the Lee County Healthcare Center at 2489 Diplomat Pkwy E, Cape Coral, FL 33909.

2. DEFINITIONS/ACRONYMS/ABBREVIATIONS

2.1. Central Utility Plant (CEP) - Maintains the VA utility infrastructure: Steam distribution piping/Chilled water distribution piping/Utilities/Electrical Substations/Electrical distribution system/Power Generation.

2.2. CFR – Code of Federal Regulation

2.3. Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

2.4. Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer.

2.5. Contractor – Refers to both the prime Contractor and their employees, and any sub-contractor and their employees.

2.6. E.O. – Executive Order

2.7. FSE – Field Service Engineer

2.8. Fixed-price contract - A type of contract that provides for a price that is not subject to any adjustment on the basis of the contractor's cost experience in performing the contract.

2.9. FAR – Federal Acquisition Regulation

2.10. Lee County Healthcare Center (LCHC)

2.11. NICET – National Institute for Certification in Engineering Technology

2.12. National Fire Protection Association (NFPA) – A United States trade association that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments.

2.13. Out-Patient Clinic (OPC) - The part of the VA hospital system designed for the treatment of veterans’ outpatients with health problems who visit the VA for diagnosis or treatment in their local community.

2.14. Preventative Maintenance (PM)

2.15. Performance of Work Statement (PWS) - A performance of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

2.16. Quality Assurance Surveillance Plan (QASP) – An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor’s continuous performance.

2.17. Quality Control and Quality Control Plan (QCP) – Those actions taken by the Contractor to control the production of goods or services, so they will meet the requirements of the contract.

2.18. Statement of Work (SOW) - A statement of work for acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

2.19. VAAR – Veteran Affairs Acquisition Regulation

3. REFERENCES

3.1. FAR 23 & 36 – Sustainable Acquisitions

3.2. FAR 52.211-6 – Brand Name or Equal

3.3. VAAR 823 – Sustainable Acquisition Policy

3.4. NFPA 10 – Portable Fire Extinguisher

3.5. NFPA 30 – Flammable Combustible Liquids

3.6. NFPA 70E – Standard for Electrical Safety in the Workplace

3.7. NFPA 99 – Health Care Facilities Code, Latest Edition

3.8. NFPA 101 – Life Safety Code, Latest Edition

3.9. NFPA 203 – Guide on Roof Coverings and Roof Deck Constructions

3.10. VA Architectural Design Manual, Chapter 1.6 Sustainable Design

3.11. ASHRAE – American Society of Heating, Refrigerating and Air-Conditioning Engineers Manual

3.12. ICC – International Building Code, Latest Edition

3.13. NETA – International Electrical Testing Association – Maintenance & Testing Specifications

3.14. The Joint Commission Accreditation Manual for Hospitals, Latest Edition

3.15. OSHA Standard 29 CFR Part 1910, Subparts: D, H, I, J, K, L, P & Z

3.16. OSHA – Safety and Health Regulations for Construction Part 1926 Subpart E

3.17. Operating/Maintenance Manuals and specifications of all components of water treatment systems. The LCHC will not provide service manuals or service diagnostic software to the contractor. The Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts lists), which are necessary to meet the performance requirements of this contract.

4. SPECIFIC REQUIREMENTS/TASKS

4.1. PREVENTATIVE MAINTENANCE (PM): The Contractor shall perform Preventative Maintenance (PM) in accordance with manufacturer’s service manuals and checklists. Contractor shall provide a maintenance (PM) schedule, and two (2) copies of the PM procedures must be presented in writing to the Contracting Officer and/or the COR within ten (10) days after contract award for each piece of equipment.

4.2. PERFORMANCE REQUIREMENTS The contractor shall be responsible for providing the following services:

4.2.1. Change Pre-Filters (Monthly)

4.2.2. Repair/Maintain UV Light (Yearly Exchange)

4.2.3. Change Sub Micron Filter (180 Day Exchange)

4.2.4. Change DI Exchange Tanks (Monthly as needed)

4.2.5. Loop Disinfect RO system (Every Three Months)

4.2.6. Check and adjust controls, floats, etc. (As needed)

4.2.7. Perform AAMI ST-108 Water Test (Monthly)

4.2.8. Carbon and Water softener inspections (Monthly as needed)

4.2.9. Softener Re-bed (as needed)

4.3. Contractor shall supply all labor, materials, hardware, and accessories.

4.4. Contractor shall provide evidence of factory training for each service engineer upon request.

4.5. Contractor shall provide service reports to FMS within 24 hours of completing service. The report shall include complete details of all work performed.

4.6. Contractor shall provide certification in the form of technical documentation, original invoice, or service documentation that the quality of updates and upgrades is sufficient to guarantee continued performance and operation of the system listed in this contract.

4.7. Contractor shall perform PM to correct or maintain the equipment to meet or exceed the manufacturer’s factory specifications. Any calibration or repair procedures or adjustments necessary to assure accurate and reliable equipment operation will be performed at this time, e.g., cleaning, oiling, adjusting, replacing parts, re-bedding softeners, etc.

4.8. Contractor shall notify the COR in writing (report form) any uncorrected deficiencies. Written notification shall include the type of deficiency noted, dated, and initialed. Contractor shall immediately notify the COR of any deficiencies, which are a hazard. It shall be the responsibility of the Lee County Healthcare Center to take the necessary actions to initiate any Interim Life Safety Measures (ILSM).

4.9. Contractor shall have twenty-four (24) hour access to all needed parts.

4.10. Response time: 2 hours by telephone, 24-hour on-site service response. Emergency response will be provided within 4 hours of telephone call. Emergency is defined as a non-functioning system.

4.11. Contractor shall provide telephone HOTLINE for instrument problems 24 hours/day, 7 days per week, including holidays. Includes travel, mileage, expenses, parts, and labor at prevailing rates.

4.12. Contractor shall provide active means to prevent airborne dust from dispersing into atmosphere by wiping and/or water misting ceiling or wall surfaces where installations will take place. HEPA vacuums are acceptable.

4.13. Contractor is responsible for any damages caused by contractor to Government property during execution of work and will repair at no cost to the Government. This includes any patching, priming, and painting of walls and ceilings.

4.14. All work shall be performed with no interruption to facility operations.

4.15. Contractor shall provide the Contracting Officer (CO) and Contracting Officer’s Representative (COR) a copy of all invoices prior to submitting for payment.

5. DELIVERABLES

5.1. Hardware: All installed hardware shall be inspected for defects prior to acceptance by VA.

5.2. Salt: Contractor shall supply bagged salt for the water softeners throughout the Lee County Healthcare Center’s locations within the facility. On a weekly basis, either Wednesday and/or Thursday, fill the salt tanks of the listed softeners as needed, based on weekly observation. Salt shall be delivered directly to brine tanks and filled utilizing the contractor’s own labor personnel and equipment. Contractor shall fill brine tanks with enough salt to minimize the number of trips and visually check softeners and brine tanks for correct operation and perform hardness test on softeners’ product water to ensure zero hardness. The contractor shall perform services in a competent workmanlike manner, clean any residue or spillage because of the work performed, and notify the COR of any discrepancies in the equipment on a timely basis. The contractor shall store bagged salt at each softener for immediate use by hospital staff in a reasonable amount for each softener, not to exceed 10 bags at any one softener.

6. TRAVEL: Travel will not be paid by the Government.

7. SECURITY: The contractor shall be escorted by a VA employee at all times while performing maintenance.

8. SPECIAL INSTRUCTIONS

8.1. Documentation: At the conclusion of each repair or scheduled maintenance visit, the contractor shall provide a written service report indicating the date of service, the Bar Code Number (EE#), the model, serial number, and location of the equipment serviced, the name of the service representative, the hours worked (arrival and departure), the services performed, and parts replaced. The reports will be delivered to FMS M&O COR for signature when work is complete.

8.2. Government Responsibilities: The government will make the equipment available in accordance with the established schedule for the work.

8.3. Performance/Working Hours: The Contractor shall perform all repairs during normal VA business hours, 6:00 AM - 5:00 PM, Monday to Friday, except Federal Holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with Contracting Officer’s Representative (COR) and the Contracting Officer (CO) if such services are provided without additional charge to the Government. All work that is to be completed during WHEN hours will be done at no extra cost to the Government. Contractor shall remove all parts and debris daily from the LCHC work site, and contractor is responsible for a complete daily clean-up and debris removals until inspections are completed. Contractor shall submit a daily report of progress on the service to the COR or authorized personnel.

8.4. Holidays: There are eleven Federal Holidays as follows:

· New Year’s Day

· Martin Luther King Day

· President’s Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

8.5 If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also, included would be any day specifically declared by the President of the United States of America as a National Holiday.

8.6 Kick-off Meeting: The contractor shall commence work only when the Contracting Officer (CO) has conducted a “kick-off” meeting or has elected to waive the meeting. This meeting is very beneficial to the success of the project. Various aspects of work details can be discussed so there is a consistent understanding among all parties. Roles and responsibilities of the Contracting Officer’s Representative (COR) are issued by the CO at the meeting. The nature of some small projects may not require a “kick-off” meeting with the CO. This will be determined on a case-by-case basis by the CO.

9. QUALIFICATIONS: Each respondent must have an established business, with an office and full-time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program of the equipment identified. For field experience, the FSE(s) has a minimum of two years’ experience with respect to scheduled and unscheduled preventive and remedial maintenance of water treatment systems. The FSE(s) shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The Contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSE(s) for each make and model the Contractor services at the VA. The Contracting Officer (CO) may authenticate the training requirements, request training certificates, or credentials from the Contractor at any time for any personnel who are servicing or installing any VA equipment. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, the CO must approve them in advance. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

9.1. Contractor must be qualified and certified for the following:

9.1.1. Contractors are licensed with NSF, NEBB, and CETA qualifications.

9.1.2. Contamination Control Specialists.

ATTACHMENT 1, PREVENTATIVE MAINTENANCE SCHEDULE

To be provided by the Contractor within ten (10) days after contract award, as per Section 9.

ATTACHMENT 2, RECORDS MANAGEMENT CONTRACT LANGUAGE

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31, and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format (paper, electronic, etc.) or mode of transmission (e-mail, fax, etc.) or state of completion (draft, final, etc.).

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting broadband sensitive and proprietary information.

SECTION C - CONTRACT CLAUSES

FAR Number

Title

Date

52.203-18

PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS OR STATEMENTS—REPRESENTATION

JAN 2017

C.1 52.212-4 TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION) (OCT 2025)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) 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.

(c) 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.

(d) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(e) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal, or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause FAR 52.233-1, Disputes, which is incorporated in this contract by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence. Examples of occurrences include acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C. 3903) and 5 CFR part 1315. The Contractor shall submit invoices to the address designated in the contract to receive invoices. An invoice must include the information required by 5 CFR part 1315.9(b).

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees, and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark, or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date that appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(4) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(D) Contractor point of contact; and

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(5) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by FAR part 33 if–

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see FAR part 32).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a termination for cause.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on-

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures for interest credits prescribed in FAR part 32 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon—

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government’s convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor’s records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. The Government will send a cure notice to the Contractor, unless the reason for the termination is late delivery.

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