36C24926Q0033.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT*

Contracting Officer Jennifer Harper Jennifer.Harper2@va.gov 615-225-5619

PLACE OF PERFORMANCE

Troy Bowling Campus

1101 Veterans Drive

Lexington KY

ADDITIONAL INFORMATION

DESCRIPTION

On behalf of the Lexington Veterans Affairs Medical Center Troy Bowling Campus located at 1101 Veterans Drive, Lexington, KY, 40502 Network Contracting Office (NCO) 9 is issuing this Sources Sought Notice (SSN) as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for a firm-fixed-priced 5 (five) year Blanket Purchase Agreement (BPA) to provide Maintenance Services of the Critical Water System in support of the Sterile Processing Service (SPS). The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 221310, Water Supply and Irrigation Systems.

1. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for bids, proposals, or quotes; submission of any information in response to this market survey is purely voluntary; and the government assumes no financial responsibility for any costs incurred.

2. If your organization has the potential capacity to perform these services, please provide the following information:

a. Organization name, address, point of contact, email address, web site address, and telephone number.

b. Business size: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business (SDVOSB), veteran owned small business (VOSB), large business, etc.

c. Business type under NAICS 221310, which contains a size standard of $41.0 Million, Commercial and Government Entity (CAGE) Code and System for Award Management (SAM) Unique Entity ID (UEI) number.

d. Capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability.

e. Responses to this SSN shall not exceed 4 pages and should include all the foremost mentioned information. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe Portable Document Format (PDF).

f. The government will evaluate market information to ascertain potential market capacity to:

i. Provide services consistent in scope and scale with those described in this notice and otherwise anticipated.

ii. Implement a successful plan that includes contractor compliance with program standards, quality control, and performance.

iii. Provide services under a firm-fixed-price contract.

3. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and certified as such through the Small Business Administration (SBA) Small Business Search (SBS) website at https://search.certifications.sba.gov/

4. Based on the responses to this SSN/market research, this requirement may be set-aside for SDVOSBs, VOSBs, small businesses, procured through full and open competition, or sole sourced.

5. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this SSN by 11:00 AM CST, November 7, 2025. All responses under this SSN must be emailed to Jennifer.Harper2@va.gov . Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

6. SAM: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in Federal Acquisition Regulation Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.

7. Disclaimer and Important Notes. This notice does not obligate the government to award a contract or otherwise pay for the information provided in response to this SSN. The government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization’s qualifications to perform the work. Respondents are advised that the government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation or combined solicitation may be published in Contract Opportunities (formerly Federal Business Opportunities or FBO). However, responses to this notice shall not be considered adequate responses to a solicitation.

8. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

9. See SOW on the following page, refer to section 2.1 for equipment model information.

Lexington VA Health Care System Sterile Processing Service (SPS) Statement of Work Maintenance of Critical Water System

1. Scope of Work

1.1 The Lexington VA Health Care System Sterile Processing Service (SPS) has need of a maintenance contract for the critical water system. Maintenance of the critical water system is required to maintain compliance with VHA Directive 1116(2) Sterile Processing Service and AAMI ST108 Water for the Processing of Medical Devices.

1.2 The vendor shall provide all maintenance and services needed to maintain the critical water system as fully operational and compliant with the above requirements.

1.3 The vendor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and services necessary.

1.4 The vendor shall provide a 24hour emergency service and provide the primary and secondary point of contact responsible for this service.

1.5 Contract shall include 5 emergency service visits per year with set price. These will be billable upon use.

1.6 The vendor shall provide a detailed quality control plan when submitting their quotes. It should list all maintenance and services, to include frequency for any certain task. The vendor shall do routine maintenance on the system and provide all documentation to the Contracting Officer Representatives (CORs).

1.7 The vendor shall provide 24hour continuous remote digital monitoring throughout the contract performance period. Remote monitoring shall include conductivity, resistivity, temperature, flood alarm, filter status, and system failure. All alarms are sent to the email addresses provided: kimberlyj.coleman2@va.gov, peter.mercil2@va.gov, rachel.hall7@va.gov.

2. Qualifications:

2.1 Vendor shall be a subject matter expert for the current equipment and authorized/certified to work on this brand of equipment. Current equipment includes: Model # MFXR41002A and Model # 00HC-2046. Model numbers are not available for every piece of equipment attached to the system. Vendor shall visit site in person to physically see system and verify qualification.

3. Deliverables and Delivery Schedule

3.1 Service shall be performed in-person in SPS at the Troy Bowling Campus of the Lexington VA Health Care System, 1101 Veterans Drive, Lexington KY, 40502.

3.2 Site visits shall be scheduled during normal business hours of 7:30am to 4:00pm. SPS is closed on weekends and all federal holidays, and any other holidays designated by the President of the United States.

3.3 The vendor shall schedule each site visit at the facility through the CORs (kimberlyj.coleman2@va.gov and rachel.hall7@va.gov).

3.4 The vendor shall provide a 24hour emergency service and provide the primary and secondary point of contact responsible for this service. The vendor shall be on site within 8 hours after call is received.

3.5 Maintenance shall be performed monthly. Each month’s service shall be aligned to the maintenance plan.

3.6 The vendor shall provide 24hour continuous remote digital monitoring throughout contract performance period. Remote monitoring must include conductivity, resistivity, temperature, flood alarm, filter status, and system failure. All alarms are sent to the email addresses provided: kimberlyj.coleman2@va.gov, peter.mercil2@va.gov, rachel.hall7@va.gov.

4. Period of Performance

4.1 The contract shall be a firm fixed price 5-year Blanket Purchase Agreement (BPA).

4.2 The base year shall be December 1, 2025, to November 30, 2026.

4.3 Maintenance shall be performed monthly. Each month’s service shall be aligned to the maintenance plan.

4.4 Contract shall include 5 emergency service visits per year with set price, billable upon use.

5. Documentation

5.1 The vendor shall provide detailed documentation of all preventative maintenance and service provided electronically via email documentation to the CORs (kimberlyj.coleman2@va.gov and rachel.hall7@va.gov).

6. Invoicing Instructions

6.1 The invoices for this service shall be submitted monthly.

6.2 The vendor shall submit all invoices to the Invoice Payment Processing System (IPPS).

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

includes Lexington VA Health Care System (LVAHCS) records.

does not include personal materials.

applies to records created, received, or maintained by Contractors pursuant to their LVAHCS contract.

may include deliverables and documentation associated with deliverables.

C. Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

LVAHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of LVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to LVAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to LVAHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and LVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with LVAHCS policy.

The Contractor shall not create or maintain any records containing any non-public LVAHCS information that are not specifically tied to or authorized by the contract.

The 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 from public disclosure by an exemption to the Freedom of Information Act.

The LVAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which LVAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take LVAHCS-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Sources Sought Notice for a 5-Year firm fixed price Blanket Purchase Agreement (BPA) for Critical Water System Maintenance Services

Sources Sought Notice