36C25226Q0096.docx

Special Notice Special Notice

GENERAL INFORMATION

36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

POINT OF CONTACT*

ADDITIONAL INFORMATION

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AGENCY CONTACT’S EMAIL ADDRESS

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DESCRIPTION

Under Statutory Authority 41 U.S.C. 1901 the VA Great Lakes Acquisition Center (GLAC) intends to negotiate a sole source contract with Evoqua Water Technologies, LLC.

The Contractor shall provide all labor, transportation, parts, and expertise necessary to provide preventive (scheduled) maintenance, emergency (unscheduled) repair, and recurring water testing on the water filtration systems including the noted portable RO units located at the Edward Hines Jr. VA Hospital, 5000 South 5th Avenue, Hines, IL 60141.

This acquisition is conducted under the authority of 41 U.S.C. 1901 Simplified acquisition procedures as implemented in FAR 13.501, only one responsible source and no other supplies or services will satisfy agency requirements. This will be a firm fixed price contract for a base year and four one year option periods to be exercised at the discretion of the government. The NAICS Code is 811210.

This Notice of Intent is not a request for competitive quotes. No solicitation documents are available, and telephone requests will not be honored. However, if a firm believes it can meet the requirements it must furnish information about its products and services, as well as references from other customers who are using these products and services to the Contracting Officer by 10:00AM Local Time 11/24/2025. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to comply with the above requirements. Responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses to this notice is solely within the discretion of the Government. If no responses are received, the Contracting Officer will proceed with the sole source negotiation with the Evoqua Water Technologies, LLC

Capability statements shall be submitted by email only as a MS Word or Adobe PDF attachment to Lori Eastmead at Lori.Eastmead@va.gov. TELEPHONIC INQUIRIES WILL NOT BE ACCEPTED.

1. SCOPE: Contractor shall furnish all labor, transportation, parts, and expertise necessary to provide preventive (scheduled) maintenance, emergency (unscheduled) repair, and recurring water testing on the Mar Cor water filtration systems including the noted portable RO units located at the Hines VA Hospital located in the Dialysis department. Schedule of services is provided in a separate attachment. Contractor should demonstrate full comprehension of AAMI standards, in particular AAMI TIR43 2021/(R)2025 and any subsequent revisions. This contract will be a base plus four option years format. Place of performance is the Edward Hines Jr. VA Hospital, and all badging procedures should be followed. No access to the VA network or sensitive information will be required as part of this service.

CONTRACT PERIOD: Contract base period shall be one year with four one year option periods to be exercised at the discretion of the Government.

2. QUALIFICATIONS: To be considered eligible for consideration, offerors must:

A. Have a field service representative that has been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment he/she is being asked to work on. Offerors must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract.

B. Offerors must have staff trained on water sampling techniques and procedures. Offerors must provide, upon request, documentation of required training completion.

C. Sample testing must be done at a laboratory holding all relevant accreditations and certifications. Offerors must provide, upon request, documentation of accreditations or certifications.

D. Offerors must also provide points of contact at three other medical centers with which they are or have been contracted to service laboratory equipment of the same or similar models as those listed in Attachment 1 in the last three years.

E. Offerors must be able to provide an onsite response within 24 hours of a reported problem.

F. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.

G. Offerors must not subcontract more than 50 percent of the required service.

3. SERVICES TO BE PROVIDED:

A. General:

1) Contractor will provide the necessary manpower and supervision to properly execute the maintenance and repair of the equipment listed in Attachment 1.

2) A “Field Service Report” (FSR) must be generated and a copy given to the Hines VA Hospital’s Contracting Officer’s Representative (COR) or designee after each episode of scheduled or emergency maintenance. The FSR shall be provided electronically in addition to any paper copies provided.

B. Repair:

1) All repairs will be performed during normal VA business hours, 8:00am to 4:30pm local time, Monday thru Friday, except Federal Holidays, which include:

New Year's Day Birthday of Martin Luther King, Jr.

Washington's Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

2) If work must be performed outside of normal business hours (“over-time” work), the contractor must obtain prior approval from the COR. If such work is at the cost of the Hines VA Hospital, a purchase order number must be obtained by the contractor prior to performing any “over-time” work.

3) Response Time: Contractor's Field Service Engineer (FSE) must respond with a phone call to the COR or his/her designee within four (4) hours after receipt of telephoned notification between the hours of 8:00am - 4:30pm local time. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 24 (twenty-four) hours after receipt of this notification and will proceed progressively to completion without undue delay.

4) Contractors must furnish all tools and materials (e.g. service manuals, software, etc.) required to maintain the equipment in top operating condition.

5) All applicable software updates shall be included.

C. Preventive Maintenance:

1) Preventive Maintenance will be performed by the contractor at the intervals that are in accordance with the manufacturer’s recommendations, but no less than annually.

2) Contractor will furnish any required materials, manuals, tools, etc. needed to perform Preventive Maintenance.

3) All deviations from the Preventative Maintenance schedule shall be arranged in advance with the COR.

D. Documentation: A documentation package acceptable for Joint Commission purposes will be maintained by the contractor and sent electronically to the COR. Required features include, at a minimum:

1) Date of service

2) Equipment Model

3) Equipment Serial Number

4) Location (Building/Room Number)

5) Service Representative Name

6) All work performed, including parts replaced

Preventive Maintenance – The contractor will perform PM according to manufacturer’s specifications. The contractor will have written procedures to be followed, and evidence documented that each piece of equipment has been inspected according to those procedures.

E. Water Testing:

1) All water tests shall be performed according to the relevant standards and/or policies (AAMI TIR43 2021/(R))2025 and any subsequent revisions)

2) Contractor must provide materials to collect and ship water samples and cover shipping costs incurred for all covered samples.

3) Results of water testing shall be promptly provided after the conclusion of each test. Results shall be provided electronically to both the COR and the Hines VA Dialysis Clinic.

F. New Equipment: If new equipment or components are obtained, either through new purchase, upgrade or replacement of existing equipment, that equipment may be added (and the replaced equipment deleted) from the service contract as needed upon notification of the Contracting Officer (to be documented in writing via contract modification). Deleted equipment will be credited in the full amount if deleted before any maintenance or repair has been performed on it.

See attached document: Attachment C-Equipment Listing.

Special Notice