Combined Synopsis Solicitation - 36C25026Q0430 Sterile Processing Water Quality

Effective Date: 01/15/2026 Revision: 03

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation;

quotes are being requested, and a written solicitation will not be issued. This solicitation is issued as a Request for Quotation (RFQ), solicitation number 36C25026Q0430.

This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2026-01 with an effective date of 03/17/2026.

Contractor is responsible for submitting their package in accordance with the guidance in this solicitation. Failure to follow the document format or the solicitation guidelines will render the submission non-responsive and ineligible for consideration.

This solicitation is set-aside for: 100% Service-Disabled Veteran Owned Business

NORTH AMERICAN INDUSTRIAL CLASSIFICATION SYSTEM (NAICS) CODE: The NAICS code for this procurement is 541380 - Testing Laboratories and Services, business size standard of $19 million dollars. The FSC/PSC is [insert here].

The Chillicothe VA Medical Center, 17273 State Route 104, Chillicothe, Ohio 45601 Building 31: Sterile Processing Service (SPS) Building 27: AER/Medivator Room, Room 221.

Is seeking to purchase routine preventive maintenance (monthly, quarterly, annually), and emergency maintenance of RO and DI water treatment systems to include all supplies, labor, parts, installation of parts, testing, travel, reports, analysis, shipping, supervision and water quality analysis.

https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202

All interested companies shall provide quotations for the following:

Services

ITEM

NUMBER

DESCRIPTION

OF SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

24.00 YR ______________ ______________

Rm 511 - 5844C DI exchange tanks, estimating two tanks every month Contract Period: Base POP Begin: 07-01-2026 POP End: 06-30-2027

LOCAL STOCK NUMBER: 5844C

12.00 YR ______________ ______________

Fuel Surcharge

4.00 YR ______________ ______________

Rm 511 - Prefilter 5 micron melt blown cartridge -post DI 675100

Rm 511 - Final 0.2 micron absolute polyester pleated cartridge 675145

LOCAL STOCK NUMBER: 675145

Rm 511 - Carbon block 10 micron prefilter 2.5 x 20 cartridge 675113

LOCAL STOCK NUMBER: 675113

2.00 YR ______________ ______________

Rm 511 - RO Membranes 4 x 26" XLE4021

LOCAL STOCK NUMBER: XLE4021

1.00 YR ______________ ______________

Rm 511 - UV Lamp GL39PP (UV Lamp - 1 Year

Life Change Sept) - UV module part number UVA- 12C (Hydronix)

LOCAL STOCK NUMBER: GL39PP

12.00 MO ______________ ______________

ALL TO BE DONE MONTHLY Medivator 1 - Left

Medivator 1 - Right Medivator 2 - Left Medivator 2 - Right Automated Washer - Critical Utility Sink - Final Rinse DI/RO Post Filter DI/RO Pt. of Gen. DI/RO Pt.

of Ret Sampling - Labor Sampling - Fuel Shipping Samples Monthly PM Service

4.00 YR _____________ ______________

DONE QUARTERLY Steam Condensate Left Utility

Sink - Cold Left Utility Sink - Hot Right Utility Sink - Cold Right Utility Sink - Hot Automated Washer - Cold Automated Washer - Hot Left Utility Sink - Cold Left Utility Sink - Hot Right Utility Sink - Cold Right Utility Sink - Hot Ultrasonic Washer

Rm 511 Labor to install membranes normal business hours

4.4 Subtask 4 - Maintain and Update Water System

Drawings tanks every month Contract Period: Option 1 POP Begin: 07-01-2027 POP End: 06-30-2028

Life Change Sept) - UV module part number UVA-

Medivator 1 - Right Medivator 2 - Left Medivator 2 - Right Automated Washer - Critical Utility Sink - Final Rinse DI/RO Post Filter DI/RO Pt. of Gen. DI/RO Pt.

Sink - Cold Left Utility Sink - Hot Right Utility Sink - Cold Right Utility Sink - Hot Automated Washer - Cold Automated Washer - Hot Left Utility Sink - Cold tanks every month Contract Period: Option 2 POP Begin: 07-01-2028 POP End: 06-30-2029

Life Change Sept) - UV module part number UVA-

Medivator 1 - Right Medivator 2 - Left Medivator 2 - Right Automated Washer - Critical Utility Sink - Final Rinse DI/RO Post Filter DI/RO Pt. of Gen. DI/RO Pt.

Sink - Cold Left Utility Sink - Hot Right Utility Sink - Cold Right Utility Sink - Hot Automated Washer - Cold Automated Washer - Hot Left Utility Sink - Cold tanks every month Contract Period: Option 3 POP Begin: 07-01-2029 POP End: 06-30-2030

Life Change Sept) - UV module part number UVA-

Medivator 1 - Right Medivator 2 - Left Medivator 2 - Right Automated Washer - Critical Utility Sink - Final Rinse DI/RO Post Filter DI/RO Pt. of Gen. DI/RO Pt.

Sink - Cold Left Utility Sink - Hot Right Utility Sink - Cold Right Utility Sink - Hot Automated Washer - Cold Automated Washer - Hot Left Utility Sink - Cold tanks every month Contract Period: Option 4 POP Begin: 07-01-2030 POP End: 06-30-2031

Rm 511 - UV Lamp GL39PP (UV Lamp - 1 Year Life Change Sept) - UV module part number UVA-

Medivator 1 - Right Medivator 2 - Left Medivator 2 - Right Automated Washer - Critical Utility Sink - Final Rinse DI/RO Post Filter DI/RO Pt. of Gen. DI/RO Pt.

Sink - Cold Left Utility Sink - Hot Right Utility Sink - Cold Right Utility Sink - Hot Automated Washer - Cold Automated Washer - Hot Left Utility Sink - Cold

GRAND TOTAL

Statement of Work

Background.

Reverse Osmosis (RO) and De-Ionized (DI) water treatment systems and equipment are used by Sterile Processing Service (SPS) to process reusable medical supplies.

These systems require monthly, quarterly and yearly preventive maintenance, as well as occasional emergency maintenance to remain in fully operational condition. Water quality analysis shall conform to Association for the Advancement of Medical Technology (AAMI) ST108:2023 “Water for the processing of medical devices.”, most current revision of “AAMI ST108 Frequently Asked Questions V2”, and referenced standards described within the ST108 document.

Scope.

Contractor will provide routine preventive maintenance (monthly, quarterly, annually), and emergency maintenance of RO and DI water treatment systems to include all supplies, labor, parts, installation of parts, testing, travel, reports, analysis, shipping, supervision and water quality analysis. Written water quality analysis data report will be provided following each scheduled maintenance visit. Update Water System drawings as modifications to the system are made.

Specific Tasks.

Preventive and Emergency Maintenance of De-Ionized and Reverse Osmosis Water Systems

Contractor will provide all supplies, labor, and testing to accomplish all tasks listed within this document to the specifications outlined in AAMI ST108:2023 “Water for the processing of medical devices”, including delivery of any supplies to the Chillicothe VA Warehouse, Building 23. Contractor will provide complete water test data as outlined in this document. Contractor will provide all aspects of labor, material, travel and technical support for complete operation of the systems. All installed parts or components must be new and not refurbished. Contractor shall be available to provide emergency repair/maintenance within one (1) business day when requested.

The contractor shall provide the following services for Suez-Ameri Water De-Ionized Water filtration system:

Suez-Ameri Water DI Filtration System (B31) - Maintenance Services and Water Quality Testing

Monthly Quarterly Yearly Environmental equipment installation remarks x x Pre-maintenance equipment status (alert/alarms) x x x Historical events review/verification x x Inlet screen filter check x x Pre-filter/carbon block filter replacement x x X Water chemistry analysis x x X Pre-maintenance system’s parameters displayed x x X Regulator pressure check x x X Flow rates verification x x x

Consumable changes as needed x

Maintenance kit parts change as needed x

Membrane Change/Rinse out cycle as needed x

Electrical verifications x x x Hydraulic verification x x x DI Polisher Resin Pack Exchange x x x UV Lamp Replacement x System test verification x x Post-maintenance system’s parameters displayed x x x Post-maintenance flow rates verification x x x Product conductivity verification x x x Product TOC verification x x Equipment cleaning x x Repair of any deficiencies noted X x x Post-maintenance environmental equipment installation remark x x

Items identified “as needed” shall provide a separate and discrete quote for services prior to implementation to the VAMC COR to include all supplies, labor, parts, installation of parts, travel, reports, shipping, and supervision.

Provide Written Water Quality Analysis for the locations in the designated SPS areas indicated below:

Contractor will provide written water quality analysis data to VAMC COR following each scheduled maintenance visit. Water analysis report shall include remediation recommendations in accordance with ST108 and shall provide a quote for services to the VAMC COR required to implement corrections if beyond the scope of this contract to include all supplies, labor, parts, installation of parts, testing, travel, reports, analysis, shipping, supervision and water quality analysis. Water analysis report shall include the following testing at a minimum:

ID Bldg Room Location Water Type

B ac te ria

En do to xi n

C on du ct iv ity pH

To ta l A lk al in ity

To ta l H ar dn es s

Interval

1 27 211 Medivator 1 - Left AER x x x x x x MONTHLY

2 27 211 Medivator 1 – Right AER x x MONTHLY

3 27 211 Medivator 2 - Left AER x x x x x x MONTHLY

4 27 211 Medivator 2 – Right AER x x MONTHLY

5 31 510 Automated Washer - Critical

Critical x x x x x x MONTHLY

6 31 510 Utility Sink

- Final Rinse

Critical x x MONTHLY

7 31 511 DI/RO Post Filter Critical x x MONTHLY

8 31 511 DI/RO Pt.

of Gen. Critical x x x x x x MONTHLY

9 31 511 DI/RO Pt.

of Ret Critical x x MONTHLY

10 31 510 Steam

Condensat e

Steam x x x x QUARTERLY

11 27 223 Left Utility Sink – Cold Utility x x x x x QUARTERLY

12 27 223 Left Utility Sink – Hot Utility x x x x x QUARTERLY

13 27 223 Right Utility Sink – Cold Utility x QUARTERLY

14 27 223 Right Utility Sink – Hot Utility x QUARTERLY

15 31 510 Automated Washer -

Cold Utility x x x x x QUARTERLY

16 31 510 Automated Washer -

Hot Utility x x x x x QUARTERLY

17 31 510 Left Utility Sink – Cold Utility x x x x x QUARTERLY

18 31 510 Left Utility Sink – Hot Utility x x x x x QUARTERLY

19 31 510 Right Utility Sink – Cold Utility x QUARTERLY

20 31 510 Right Utility Sink – Hot Utility x QUARTERLY

21 31 510 Ultrasonic Washer Utility x x x x x QUARTERLY

Chillicothe VAMC reserves the right to perform third-party testing for validation of results in addition to follow-up testing in the event of positive results or events such as modification of the water systems defined in this scope of work.

Provide Emergency Maintenance Service for Suez-Ameri Water DI systems:

Contractor will be available to provide emergency repair/maintenance within one (1) business day when requested.

Maintain and Update Water System Drawings:

Contractor maintain and update single-line diagrams for Utility and Critical water systems for Building 27 and Building 31 Sterile Processing Service (SPS). Line diagrams shall indicate source location, location and identity of each treatment process, location and identity of each sample port, and location and identity of each Point-Of- Use. The Contractor shall provide the draft electronic PDF format single-line diagrams within thirty (30) days of contract award. The VA shall have fifteen (15) days to review and provide comments. Final single-line diagrams shall be submitted within ten (10) days following review as an electronic copy in PDF format in addition to DWG format and in addition Two (2) physical copies on 11”x17” paper shall be submitted. This shall be updated as needed when changes to the systems occur.

Performance Monitoring.

All work will be coordinated in advance with the VAMC Engineering Contracting Officer’s Representative (COR). Contractor shall notify via email to VHACLLEngineeringWater@va.gov prior to Site Visits, if a schedule is agreed upon between the COR and Contractor, this requirement may be waived. Service reports and water quality reports will be delivered to the COR via email within five (5) days after each service event (monthly, quarterly or emergency). Longer-duration test results will be sent via email within three (3) days after tests are completed by outside lab testing.

Performance will be deemed satisfactory when all deliverables are delivered to the Chillicothe VA Warehouse in good serviceable condition within the times set forth by this document, all maintenance activities are completed on schedule, all reports are delivered following each service and all non-scheduled emergency maintenance request are promptly responded to. The Engineering COR will verify through visual inspection and documentation provided by the contractor.

The contractor personnel shall sign into (and out of) the facility and obtain a Vendor’s ID Badge upon every visit at Engineering, Building 21. The contractor shall then check in and check out and report to the Engineering COR in Building 21 and return the Vendor’s ID Badge to Engineering, Building 21.

Deliverables Deliverables.

Contractor will provide all supplies, labor, parts, installation parts, shipping, supervision, analysis, reports and testing to accomplish all tasks listed within this document to the specifications outlined in AAMI ST108:2023 “Water for the processing of medical devices”, including delivery of any supplies to the Chillicothe VA Warehouse.

Contractor will provide complete water test data as outlined in this document.

Contractor will provide all aspects of labor, material, travel and technical support for mailto:VHACLLEngineeringWater@va.gov complete operation of the systems. All installed parts or components must be new OEM and not refurbished.

Emergency Maintenance/Repair:

Contractor shall provide emergency repair/maintenance within 1 business day of any reported issues when requested.

Provide Written Water Quality Analysis for All Available Point-of-Use or Water Generation locations in the designated SPS areas.

Contractor shall provide written water quality reports in Portable Data Format (.pdf) file type. Water analysis report shall include remediation recommendations in accordance with ST108 and shall provide a quote for services required to implement corrections if beyond the scope of this contract. Reports shall be submitted via email to VHACLLEngineeringWater@va.gov in addition to adrian.taylor@va.gov. Email notifications shall be updated at the request of the COR for the duration of this contract.

Water System Drawings:

The Contractor shall provide the draft electronic PDF format single-line diagrams within thirty (30) days of contract award. The VA shall have fifteen (15) days to review and provide comments. Final single-line diagrams shall be submitted within ten (10) days following review as an electronic copy in PDF format in addition to DWG format and in addition Two (2) physical copies on 11”x17” paper shall be submitted. This shall be updated as needed when changes to the systems occur.

Security Requirements

The C&A requirements do not apply, and that a Security Accreditation Package is not required. There will be no access by the vendor at any time to the VA managed IT network. Contractor will require physical access to the station and SPS Building during normal business hours. Work will be approved and coordinated with the Chief SPS and Engineering Contracting Officer’s Representative (COR).

Government-Furnished Equipment (GFE)/Government-Furnished Information

(GFI).

None

Other Pertinent Information or Special Considerations.

Contractor shall provide emergency repair/maintenance within one (1) business day when requested.

Contractor staff shall have a minimum of five years of experience and provide a resume to the Engineering COR.

mailto:VHACLLEngineeringWater@va.gov mailto:adrian.taylor@va.gov

a. Identification of Possible Follow-on Work.

Contractor will be responsible for any damages to the Chillicothe VAMC premises (i.e.

paint wall coverings, etc.) if damage occurred during the course of the work performed.

The contractor must point out all damaged items and submit a plan of action to fix and/or replace the damage to Engineering COR and/or Chief SPS.

b. Identification of Potential Conflicts of Interest (COI).

The contractor shall have in its employment at all times a sufficient number of capable, qualified and experienced employees to enable it to properly, adequately, timely and safely manage this contract.

c. Identification of Non-Disclosure Requirements.

The contractor will not share Chillicothe VAMC data, documents, reports, analysis, plans, photos and any other material with any entity. The CVAMC has sole proprietary ownership of all material.

d. Packaging, Packing and Shipping Instructions.

All supplies to be shipped to the Chillicothe VA Warehouse, Building 23 located at 17273 State Route 104, Chillicothe, Ohio 45601. Deliveries accepted Monday through Friday excluding Federal Holidays between 8:00 AM and 2:30 PM.

All packaging, packing and shipping procedures are the responsibilities of the contractor and it shall be in accordance to the appropriate testing method and/or the accredited analytical laboratory specifications.

e. Inspection and Acceptance Criteria.

All work and reports will be inspected and reviewed by VAMC Engineering COR for acceptance.

Risk Control

Contractor to adhere to all stipulations determined by the VAMC Infection Control Department, as included in the PCRA/ICRA if deemed necessary. The PCRA/ICRA will be furnished by the VAMC Engineering COR prior to commencement of the work.

The contractor is responsible to identify, provide and maintain all Personal Protective Equipment (PPE) required for their personnel to perform the duties outlined in the contract.

Contractor and personnel must conform and be in compliance with the manufacturer guidelines, VAMC, State & Federal Standards and codes, as applicable, or whichever are more stringent.

Place of Performance.

All work will take place at:

Chillicothe VA Medical Center 17273 State Route 104 Chillicothe, Ohio 45601

Building 31: Sterile Processing Service (SPS) Building 27: AER/Medivator Room, Room 221.

Chillicothe VAMC Point(s) of Contact:

Trent Vartorella Healthcare Engineer – Water Systems Engineering COR 740-773-1141, extension 17364 trent.vartorella@va.gov

Period of Performance. Base Year + 4 Option Years.

Delivery Schedule.

The coordinating service for this initiative is CVAMC Engineering CORS. All services will be approved, coordinated, and scheduled with the Engineering COR at contract award.

All items will be delivered, and first maintenance scheduled within 30 days of contract award. Monthly service visits to be scheduled within the first week of each month.

Quarterly PM service visits to be scheduled within the first week of each quarter.

Service reports and water quality analysis reports should be delivered via email to the VAMC Engineering COR within five (5) business days of visit, or in the case of longer-duration tests, within three (3) days of receiving results from outside lab testing.

All work must be performed during normal working shifts, 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal holidays, however some tasks may need to be performed outside normal working shifts and days. The vendor will schedule & coordinate all work with Engineering COR and Chief SPS.

The contractor personnel shall sign into (and out of) the facility and obtain a Vendor’s ID Badge upon every visit at Engineering, Building 21. The contractor shall then check in and check out and report to the Engineering COR in Building 21 and return the Vendor’s ID Badge to Engineering, Building 21.

mailto:trent.vartorella@va.gov

EVALUATION FACTORS

Evaluation Factors Chillicothe VAMC Sterile Processing Water Quality

1. Maintenance

a. Experience and materials for service

i. CPVC – Piping and Fittings

ii. Polypropylene – Thermal Fusion – Piping and Fittings

iii. 5844C DI Tanks

iv. Prefilter 5-micron melt blown cartridge - post DI 675100

v. Final 0.2-micron absolute polyester pleated cartridge 675145

vi. Carbon block 10-micron prefilter 2.5 x 20 cartridge 675113

vii. RO Membranes 4 x 26" XLE4021

viii. UV Lamp GL39PP (UV Lamp - 1 Year Life Change Sept) - UV module part number UVA-12C (Hydronix)

b. Emergency Response Capability

i. Declaration of response within 1 business day (as based on federal calendar)

ii. Nearest Service Location

1. Locations within 100 miles will receive priority

2. Locations within 200 miles will receive preference

2. Water Quality Analysis

a. Laboratory Qualifications

i. ISO/IEC 17025

ii. Ohio Environmental Protection Agency (Not applicable to

Endotoxins ANSI/AAMI ST72/USP 85)

iii. Equivalent certification to be determined by facility review.

b. Sampling Procedures

i. Submit company policy/procedures.

ii. Sampler Resume

1. Shall have a minimum of 5 years of experience.

2. Experience with biological sampling to include Heterotopic

Plate Count and Endotoxin

iii. Virtual interview with sampler will be requested

c. Transportation and Storage Procedures

i. Submit company policy/procedures

ii. Maximum transit time not to exceed 8 hours to lab intake.

d. Reporting

i. Example Report – Reviewed for contents and organization

1. Shall include:

a. Biological analysis results

b. Chemical analysis results

c. AAMI ST108 Thresholds

d. Identify Water* Quality Classification

i. Utility Water

ii. Critical Water

iii. AER

iv. Steam* - Steam Condensate

e. Remediation recommendations

2. An actual report is permitted, however facility identifying information shall be redacted.

3. Report shall be watermarked or stamped on all pages with

“Example”

3. Familiarity with AAMI ST108, Bacteriological Water Quality Management, and

Water Treatment Technologies

a. Specialist Resume(s)

b. Virtual interview with specialist(s) will be requested.

c. Specialist(s) may be an individual or multiple individuals.

d. Bacteriological Water Quality Management

i. Disinfection methods

1. Manual Administration

a. Liquid disinfectants

b. Dissolved oxidizing gas

c. Concentration and Contact Time Requirements

2. Automated/Energized Systems

a. Ultraviolet

b. Metered liquid disinfection systems

c. Dissolved oxidizing gas

ii. Material/Chemical Compatibility

iii. Safety Requirements

iv. Costs

1. Initial

2. Operation/Maintenance

e. Water Treatment Technology Familiarity

i. Shall include:

1. Reverse Osmosis

2. Filtration Technologies

a. To include Carbon Filtration

3. Ion Exchange Technologies

4. Water Softeners

ii. Material/Chemical Compatibility

iii. Sizing of Technology

iv. Operations and Maintenance Requirements

v. Safety Requirements

vi. Costs

1. Initial

2. Operation/Maintenance

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:

1. includes Chillicothe VAMC records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Chillicothe VAMC contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. 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.

2. 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.

3. 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.

4. Chillicothe VAMC 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 Chillicothe VAMC 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 Chillicothe VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. 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 Chillicothe VAMC 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).

6. 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 Chillicothe VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

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

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

9. 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.

10. The Chillicothe VAMC 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 Chillicothe VAMC 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.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Chillicothe VAMC-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

1. 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.

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

The contract period of performance:

Base Year: Date of award through one year (365 calendar days) Option Years: Four (4) one-year option periods, for a total potential period of five (5) years

Place of Performance/Place of Delivery

Address: 17273 State Route 104 Chillicothe, Ohio

Postal Code: 45601 Country: UNITED STATES

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions and clause apply to this acquisition:

1. 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

(a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include—

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror’s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator;

(4) Information necessary to evaluate the factors contained in the provision at 52.212- 2 or as described in the solicitation;

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(c) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation.

(2) Any offer, modification, or revision received after the time specified for receipt of offers is “late” and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(4) Offerors may withdraw their offers by written notice to the Government received at any time before award.

(d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror’s initial offer should contain the Offeror’s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

(e) Debriefings. If a postaward debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed Offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror.

(3) The overall ranking of all Offerors when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award.

(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror.

(6) Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities.

(End of Provision)

QUOTATION SUBMISSION INFORMATION AND EVALUATION CRITERIA

All interested companies shall provide quotations and a grand total for line items – Section Price Cost Schedule, pages 3-4).

All quoters shall submit the following:

1. Offerors are required to fully and properly complete clause 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (see attached). Failure to return the entire clause at 852.219-75, shall result in the offer being rejected and deemed ineligible for evaluation and award.

2. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/

3. Evaluation factors: The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

Technical Capability and Past Performance, when combined, are more important than Price. The Government will perform a comparative evaluation of quotations and may select a higher-priced quotation if it is determined that the additional technical merit and/or past performance value warrants the additional cost.

Options will be evaluated at time of award.

https://sam.gov/

The following factors will be used to evaluate offers:

• Maintenance

• Water Quality Analysis

• Familiarity with AAMI ST108, Bacteriological Water Quality Management, and Water Treatment Technologies

4. All quotes shall be sent by email to:

Contract Specialist: Terence James at terence.james@va.gov, by September 11, 2026 at 1pm (ET).

5. All Request for Information shall be sent by email to:

Contract Specialist: Terence James at terence.james@va.gov, by September 09, 2026 at 3pm (ET).

2. 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025) (DEVIATION)

(a) Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers:

Comparative Evaluation – where technical capabilities and past performance, when combined, are more important that price.

1. Maintenance

2. Water Quality Analysis

3. Familiarity with AAMI ST108, Bacteriological Water Quality Management, and Water Treatment Technologies

(b) Options (if applicable). The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement.

The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s).

(c) Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

mailto:terence.james@va.gov mailto:terence.james@va.gov

3. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/.

4. FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” NOV 2023

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

52.204-91 CONTRACTOR IDENTIFICATION (DEVIATION) (NOV 2025)

Definitions. As used in this provision—

Commercial and Government Entity code means—

(1) An identifier assigned to entities located in the United States or its outlying areas by the Defense Logistics Agency (DLA) Commercial and Government Entity (CAGE) Branch to identify a commercial or government entity by unique location (referred to as “CAGE code”); or

(2) An identifier assigned by a member of the North Atlantic Treaty Organization (NATO) or by the NATO Support and Procurement Agency (NSPA) to entities located outside the United States and its outlying areas that the DLA CAGE Branch records and maintains in the CAGE master file (referred to as “NCAGE code”).

Unique entity identifier means an identifier used to identify a specific commercial, nonprofit, or Government entity.

(b) Unique entity identifier (UEI). The Contractor shall ensure that its UEI is maintained throughout the life of the contract.

(c) Commercial and Government Entity (CAGE) code. The Contractor shall ensure that the CAGE code is maintained throughout the life of the contract. The Contractor shall request changes to a CAGE code as indicated in the following table.

https://sam.gov/

If the Contractor is… Then…

Registered in the System for Award Management (SAM) Initiate the change by updating its SAM registration Located in the United States or its outlying areas and is not registered in SAM

Submit a change request to the DLA CAGE Branch via https://cage.dla.mil

Located outside the United States and its outlying areas and is not registered in SAM Request a change by contacting the appropriate National Codification Bureau (https://www.nato.int/structur/ac/135/about/contacts) or NSPA (https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx)

(d) Communicating changes. The Contractor shall communicate any change to its UEI or CAGE code to the Contracting Officer within 30 days after the change, so a modification can be issued to update the UEI or CAGE code on this contract. A change in the UEI does not necessarily require a novation.

(End of Clause)

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

https://cage.dla.mil/ https://www.nato.int/structur/ac/135/about/contacts https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

(a)Definitions. As used in this clause—

Program participation means membership or participation in, or access or admission to:

training, mentoring, or leadership development programs; educational opportunities;

clubs; associations; or similar opportunities that are sponsored or established by the contractor or subcontractor.

Racially discriminatory diversity, equity, and inclusion (DEI) activities means disparate treatment based on race or ethnicity in the recruitment, employment (e.g., hiring, promotions), contracting (e.g., vendor agreements), program participation, or allocation or deployment of an entity's resources.

(b) In connection with the performance of work under this contract, the Contractor agrees as follows:

(1) The Contractor will not engage in any racially discriminatory DEI activities;

(2) The Contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the Contracting Officer, for purposes of ascertaining compliance with this clause;

(3) In the event of the Contractor's or a subcontractor's noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the Contractor or subcontractor may be declared ineligible for further Government contracts;

(4) The Contractor will report any subcontractor's known or reasonably knowable conduct that may violate this clause to the Contracting Officer and take any appropriate remedial actions directed by the Contracting Officer; and

(5) The Contractor will inform the Contracting Officer if a subcontractor sues the Contractor and the suit puts at issue, in any way, the validity of this clause.

(6) The Contractor recognizes that compliance with the requirements of this clause are material to the Government's payment decisions for purposes of 31 U.S.C.

3729(b)(4).

(c) The Contractor must include the substance of this clause, including this paragraph (c), in subcontracts at any tier, including those for commercial products and commercial services, except those where the place of delivery or performance is outside the United States.

52.223-9 ESTIMATE OF PERCENTAGE OF RECOVERED MATERIAL CONTENT

FOR EPA-DESIGNATED ITEMS (MAY 2008)

(a) Definitions. As used in this clause—

"Postconsumer material" means a material or finished product that has served its intended use and has been discarded for disposal or recovery, having completed its life as a consumer item. Postconsumer material is a part of the broader category of "recovered material."

"Recovered material" means waste materials and by-products recovered or diverted from solid waste, but the term does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

(b) The Contractor, on completion of this contract, shall—

(1) Estimate the percentage of the total recovered material content for EPA-designated item(s) delivered and/or used in contract performance, including, if applicable, the percentage of postconsumer material content; and

(2) Submit this estimate to .

(End of Clause)

52.232-29 TERMS FOR FINANCING OF PURCHASES OF COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) Contractor entitlement to financing payments. The Contractor may request, and the Government shall pay, a contract financing payment as specified elsewhere in this contract when: the payment requested is properly due in accordance with this contract;

the supplies deliverable or services due under the contract will be delivered or performed in accordance with the contract; and there has been no impairment or diminution of the Government's security under this contract.

(b) Special terms regarding termination for cause. If this contract is terminated for cause, the Contractor shall, on demand, repay to the Government the amount of unliquidated contract financing payments. The Government shall be liable for no payment except as provided by the Termination for Cause paragraph of the clause at Federal Acquisition Regulation (FAR) 52.212–4, Contract Terms and Conditions— Commercial Products and Commercial Services.

(c) Security for Government financing. In the event the Contractor fails to provide adequate security, as required in this contract, no financing payment shall be made under this contract. Upon receipt of adequate security, financing payments shall be made, including all previous payments to which the Contractor is entitled, in accordance with the terms of the provisions for contract financing. If at any time the Contracting

Officer determines that the security provided by the Contractor is insufficient, the Contractor shall promptly provide such additional security as the Contracting Officer determines necessary. In the event the Contractor fails to provide such additional security, the Contracting Officer may collect or liquidate such security that has been provided and suspend further payments to the Contractor; and the Contractor shall repay to the Government the amount of unliquidated financing payments as the Contracting Officer at his sole discretion deems repayable.

(d) Reservation of rights. (1) No payment or other action by the Government under this clause shall (i) excuse the Contractor from performance of obligations under this contract, or (ii) constitute a waiver of any of the rights or remedies of the parties under the contract.

(2) The Government's rights and remedies under this clause (i) shall not be exclusive, but rather shall be in addition to any other rights and remedies provided by law or this contract; and (ii) shall not be affected by delayed, partial, or omitted exercise of any right, remedy, power, or privilege, nor shall such exercise or any single exercise preclude or impair any further exercise under this clause or the exercise of any other right, power, or privilege of the Government.

(e) Content of Contractor's request for financing payment. The Contractor's request for financing payment shall contain the following:

(1) The name and address of the Contractor;

(2) The date of the request for financing payment;

(3) The contract number and/or other identifier of the contract or order under which the request is made; and

(4) An appropriately itemized and totaled statement of the financing payments requested and such other information as is necessary for computation of the payment, prepared in accordance with the direction of the Contracting Officer.

(f) Limitation on frequency of financing payments. Contractor financing payments shall be provided no more frequently than monthly.

(g) Dates for payment. A payment under this clause is a contract financing payment and not subject to the interest penalty provisions of the Prompt Payment Act. The designated payment office will pay approved payment requests within 30 days of submittal of a proper request for payment.

(h) Conflict between terms of offeror and clause. In the event of any conflict between the terms proposed by the offeror in response to an invitation to propose financing terms (FAR 52.232-31) and the terms in this clause, the terms of this clause shall govern.

52.232-90 FAST PAYMENT PROCEDURE (NOV 2025) (DEVIATION)

(a) General. The Government will pay invoices based on the Contractor's delivery to a post office or common carrier (or, if shipped by other means, to the point of first receipt by the Government).

(b) Responsibility for supplies.

(1) Title to the supplies passes to the Government upon delivery to—

(i) A post office or common carrier for shipment to the specific destination; or

(ii) The point of first receipt by the Government, if shipment is by means other than Postal Service or common carrier.

(2) Notwithstanding any other provision of the contract,…