Questions and Answers for RODI Maintenance and Service.docx

36C25926Q0425 0004| Reverse Osmosis Water System Maintenance and Service for Rocky Mountain Regional VA Medical Center

QUESTIONS (Q) AND ANSWERS (A):

Q1: Model Numbers and Serial Numbers The PWS lists equipment by manufacturer brand and MX numbers; however, to ensure proper service coverage and parts availability, could you please confirm the specific model numbers and serial numbers for all units under this contract? This includes:

· The 3 AmeriWater portable dialysis RO units

· The 8 Mar Cor portable dialysis RO units

· The 2 Mar Cor Dialysis G-3 RO system units

· The Evoqua/Xylem SPS RO system

· The Evoqua/Xylem Pathology and Laboratory RO system

· The Evoqua/Xylem Research Laboratory RO system A1: “Serial Numbers are listed in the PWS page 1 under Specific Service For number 1-6”

Q2: OEM Service Scope Clarification Our understanding is that certain OEMs may only provide authorized service for their own branded equipment. Could you confirm whether the Government expects a single contractor to service all 17 units regardless of brand, or if the contract allows for subcontracting or coordination with OEM-authorized service providers for equipment brands outside our direct authorization??

A2: “The Government requires that all 17 units be maintained and serviced in accordance with manufacturer standards, regardless of equipment brand. While the primary contractor is expected to oversee the service and maintenance of all covered units, the contract explicitly allows for subcontracting or coordination with OEM-authorized service providers as necessary, particularly for equipment brands for which the primary contractor does not hold direct service authorization. The contractor is responsible for ensuring that all work performed, whether directly or via subcontractors, meets OEM-specific requirements and upholds all applicable warranties and compliance standards. All subcontracting arrangements must be managed and overseen by the primary contractor to guarantee consistent quality and accountability throughout the fulfillment of contract requirements.”

Q3: Please confirm the anticipated base period of performance and any option-year structure associated with this requirement.

A3: Per the solicitation “Base Year: 07/22/2026 – 07/21/2027 Option Year 1: 07/22/2027 – 07/21/2028 Option Year 2: 07/22/2028 – 07/21/2029 Option Year 3: 07/22/2029 – 07/21/2030 Option Year 4: 07/22/2030 – 07/21/2031”

Q4: Current Equipment Condition and Service History. Can the Government provide any available information regarding:

A4: “Data and reports available upon award.”

Q5: Clarification of Four-Hour Response Requirement. Please clarify whether the required four-hour onsite response time applies?

A5: “Emergency service response within 4 hours. Regular service request such as leaks, calibration of temp or time, or portable RO issues within the next few business day.”

Q6: Clarification of Included Parts and Components. Please confirm whether the contractor is responsible for furnishing all replacement components including, but not limited to:

Please also clarify whether any capital equipment exclusions apply.

A6: “Yes.”

“The contractor shall be responsible for furnishing all replacement components required to maintain the proper functioning of the scheduled equipment. This includes, but is not limited to: RO membranes, pumps and motors, variable frequency drives (VFDs) and control boards, sensors and conductivity probes, solenoids and valves, UV lamps and sleeves, electrical components, carbon/media/resin, and miscellaneous fittings and tubing. All parts listed above are explicitly covered under this maintenance agreement and must be supplied by the contractor as part of routine service or repair. The contractor must notify the VA Point of Contact (POC) immediately, but no later than 24 consecutive hours after discovery, in writing, of any defects in or repairs required to the scheduled equipment which the contractor does not consider their responsibility due to issues such as “abuse” or “damage” not attributable to normal use. In such cases, the contractor is required to provide the Government with a written estimate of the cost to make the necessary repairs. Unless explicitly stated otherwise, no capital equipment exclusions apply to the components listed above; all routine and non-exclusionary parts and materials necessary to keep the RO system operational are covered by this maintenance contract.”

Q7: Clarification of “As-Is” Equipment Acceptance. Will the contractor be permitted to document and identify pre-existing deficiencies prior to assumption of full maintenance responsibility?

A7: “Yes.”

Q8: Laboratory Testing Requirements. Regarding the required AAMI, bacterial, and LAL testing, please clarify:

· Required testing frequencies

· Approved laboratory requirements/certifications

· Whether third-party laboratory services are acceptable

· Reporting turnaround expectations

· Responsibility for retesting in the event of failed samples A8: “The contractor is responsible for ensuring that all required AAMI, bacterial, and LAL testing is conducted in accordance with prescribed frequencies and quality standards. Specifically, the following testing schedule is required: Residual test strip testing must be performed quarterly; Incoming Water Testing, System Performance Testing, and RO Water Testing must each be performed monthly. All laboratory analyses must be conducted by laboratories that are appropriately accredited and meet all applicable certification requirements. Third-party laboratory services may be utilized, provided that these laboratories hold the necessary accreditations and certifications to ensure validity and compliance with regulatory standards. Test results must be reported to the VA within 24 hours of sample collection. In the event that a sample fails to meet the required standards, the contractor is fully responsible for conducting any and all necessary retesting, at no additional cost to the Government. These provisions ensure the ongoing safety and regulatory compliance of the RO water system.”

Q9: DI Tank Exchange Requirements. Please clarify:

· Expected annual exchange quantities

· Whether contractor-owned exchange tanks are required Existing auto-divert system configuration/status A9: “The contractor is responsible for providing and managing deionization (DI) tank exchanges for the water treatment system. DI tanks are expected to be exchanged at a minimum frequency of once every six months, resulting in two exchanges per tank annually. The contractor must supply and utilize contractor-owned exchange tanks as part of this service; Government-owned tanks are not required or provided under this scope. The current configuration and operational status of the existing auto-divert system related to DI tank usage are unknown at this time. The contractor is expected to assess and confirm the functional status of the auto-divert system upon contract initiation and report findings to the VA Point of Contact (POC).”

Q10: Existing Spare Parts Inventory. Does the Government currently maintain any onsite spare parts inventory available for contractor use?.

A10: “No.”

Q11: OEM Training and Certification Requirements. Please clarify whether OEM factory training/certification from manufacturers such as,, or / Xylem is mandatory, or whether equivalent documented experience is acceptable?

A11: “Page 5 of PWS, states “Fully Qualified” is based on successful completion of factory training and experience in the field. For training, the FSE shall have successfully completed a formalized training program for the equipment identified in the schedule. For field experience, the FSE(s) shall have a minimum of two years of experience (with the exception of equipment on the market less than two years) with respect to scheduled and unscheduled preventive and remedial maintenance, on the covered equipment.”

Q12: After-Hours and Weekend Service Expectations. Please clarify anticipated expectations regarding:

· Weekend support

· Holiday support

· After-hours service calls

· Historical after-hours call frequency A12: “Every other Sunday disinfection using Minncare for the TWO 23g ROs, loop and tank as needed repairs for portable ROs and 23gs”

Q13: Reporting and Documentation Requirements. Please confirm whether the VA requires:

· Specific ESR/service report templates

· Digital reporting platforms

· CMMS integration

· Electronic signatures

· Additional compliance documentation formats A13: “Service Reports are requested upon completion of work”

Q14: Clarification of Unscheduled Maintenance CLIN Intent: Please clarify the intended use and historical utilization of the unscheduled maintenance CLINs, including whether emergency labor and replacement parts are expected to be billed separately under these line items.

A14: “Emergency will be under Unscheduled Maintenance NTE CLIN”

Q15: Existing Service History / Warranties Are any of these units currently under existing service contracts or manufacturer warranties that would affect our pricing or scope during the base year?

A15: “No warranties for current RO and portable RO equipment”

Q16: Clarification of Equipment/System Replacement Scope Please clarify whether complete equipment or system replacement is included within the scope of this contract, including but not limited to:

· Complete reverse osmosis systems

· RO skids

· Distribution loop systems

· Large pretreatment vessels

· Control panels/PLC systems

· Major pump assemblies If included, please clarify any applicable limitations, approval requirements, or funding mechanisms for such replacements.

A16: “The contractor is responsible for evaluating and proposing replacement of entire equipment or systems related to the Reverse Osmosis (RO) water treatment infrastructure when repair is not feasible. This includes, but is not limited to: complete reverse osmosis systems, RO skids, distribution loop systems, large pretreatment vessels, control panels and PLC systems, and major pump assemblies. While routine repairs and part replacements are covered, the replacement of entire systems or major assemblies may be subject to additional approval, funding authorization, and procurement processes as determined by the Government. Should any of the above-listed components or systems be found irreparable, the contractor must, within 24 hours of discovery, notify the VA Point of Contact (POC) in writing regarding the defect, and provide a detailed written quote for full replacement. The contractor is not required to cover equipment replacement due to “abuse” or “damage” outside the scope of normal wear; such cases must also be reported to the POC with cost estimates for Government review and approval. Final authorization for capital equipment replacement, funding arrangements, and any exclusionary determinations will be coordinated in accordance with VA procurement policies. All proposed replacements of specified equipment or systems are subject to these conditions and cannot proceed without explicit written Government approval.”