36C26225Q0494_1.docx

SUBJECT*

36C26225Q0494 - Combined Synopsis - Critical Water Treatment System - 5 Year Contract Opportunity

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs NCO 22 - Network Contracting 3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contracting Specialist Koby Thiel Koby.Thiel@va.gov (520)-792-1450 Ext 1-6273

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

VA Loma Linda Healthcare System

11201 Benton St

Loma Linda CA

ADDITIONAL INFORMATION

DESCRIPTION

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “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 solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03.

This solicitation is being solicited as full and open competition.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $12.5 Million. The FSC/PSC is J046.

VA Loma Linda Healthcare System (VALLHCS) located at 11201 Benton St, Loma Linda, CA 92357 is seeking a potential qualified contractor that can install and perform preventative maintenance on a critical water treatment system.

All Interested entities shall provide quotations for the following:

I. BACKGROUND

Loma Linda Veterans Affairs Health Care System requires deinstallation, installation, preventative maintenance, inspection, and repair services of reverse osmosis (RO), deionized water (DI), and water softener systems for the campus.

II. DESCRIPTION OF SERVICES

The contractor shall provide all labor, materials, and supervision necessary to install systems and perform monthly maintenance per manufacturers specifications for each unit listed in section III, “Unit Locations”, of this Statement of Work (SOW). The contractor shall provide a copy of the manufacturer’s maintenance program per unit at the start of the performance agreement period. The contractor shall supply and maintain a maintenance log at each unit to record resin, membrane, filter, and media replacement, as well as water test dates with results and salt deliveries.

Inspections will be conducted twice a month on all membranes, resin, filters, UV lights, and media and replaced if needed. All inspections will be coordinated with the Facility Maintenance Point of Contact (POC). The contractor will also inspect salt levels and add salt as needed. The contractor will deliver bags of salt to reverse osmosis, deionized water, and water softener locations within the VA facility grounds as needed per the manufacturer’s specifications for each unit.

The contractor will deliver 50-pound salt bags during the inspections to maintain the following minimum amounts:

Amount

WATER SOFTNER/RO SYSTEMS: For medical necessity, reliability, and preventive maintenance all UV lights, resins, membranes, all filters, and media for all units will be replaced at least one time during the base year, first option year, and second option year period of performances regardless of the condition at the time of replacement.

DI SYSTEMS: Resin tanks will be changed at a minimum of four (4) times and filters two (2) times per period of performance year. The contractor will change the resin tanks and filters of all DI water system tanks with new ones regardless of their conditions at the time of replacement This includes any seals, washers, or gaskets necessary to perform the task and at no additional cost to the government.

Contractor shall provide notification to VA Engineering personnel by phone or e-mail at least 48 hours before delivery or maintenance service will be provided. Contractor shall be available 24 hours 7 days a week; 365 days to respond to emergency maintenance as needed. Response time for emergency service for equipment issues shall be no more than two (4) hours after the emergency call is placed and communicated. The contractor must provide an emergency telephone number for purposes of accepting service calls 24 hours/ 7 days a week. The contractor must acknowledge receipt of notification by calling the Facility Program POC within two (2) hours of the originating call. Contractor is responsible for repairing and restoring reverse osmosis, deionized water, and water softener systems to full performance per manufacturer’s specifications.

Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the Program POC or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The contractor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.

III. UNIT LOCATIONS

1. Unit 1 located in the main Building, Kitchen, water softener and reverse osmosis.

2. Units 2 and 3 located in Main Building Third floor, two (2) each; water softeners for OER Room.

3. Unit 4 located in main Building, Third floor decontamination room in sterile processing service (SPS), water softener and reverse osmosis.

IV. TESTING

1) Peracetic acid disinfection of the reverse osmosis system and the Critical Water storage system, distribution system, and loop (billed as a separate line item based on actual frequency) o Requires scheduled equipment down time during dwell period of the disinfectant 2-4 hours

2) Replacement of all system filters including pretreatment, carbon, RO membranes, and endotoxin final filters at recommended intervals determined by routine monitoring.

3) Regeneration of deionization polishing tanks and replenishment of anti-scalant or softener salt

4) Replacement of ultraviolet irradiation systems’ lamp(s) and quartz sleeve(s) at annual intervals.

5) Emergency service labor and replacement components included for items under warranty.

6) Emergency service labor and replacement components billed separately for items not under warranty

7) 24/7/365 emergency service call center with a 2-hour phone response time from a service technician.

8) Reports provided for all services performed

9) Consumables

a. Labor to replenish consumables is included in the VERDA™ Universe – Water Quality Management Subscription Services Package pricing provided in this proposal but the consumables themselves are not. Consumables will be quoted separately on an as needed basis and will be procured upon issuance of a customer PO.

V. Sampling

1. The vendor will provide two weeks testing and then Monthly moving forward the following elements, Ph, Alkaline, Hardness, HPC, LAL, TOC, COND, CU, FE, MN, Chloride, Zinc, Nitrate, Phosphate, sulfate, silicate, TDS and Total Chlorine residual and temperature.

2. Regular Sampling: the contractor team will collect water samples at regular intervals as per ANSI/AAMI ST108 standards. These samples will be taken from ten critical test points in the treatment process to ensure comprehensive analysis. Blended supply, after softener after carbon filter after RO membranes and critical cold supply critical cold return, and critical hot supply and critical hot return and critical point of use faucet, utility hot faucet and utility cold faucet.

3. The testing points must include Microbiological Contaminants testing: Microbiological testing is crucial to evaluating the presence of microorganisms in the water that could compromise the sterility of medical devices.

I. Chemical/Physical Parameters: Testing focuses on assessing important parameters such as pH, conductivity, and residual disinfectants such as chlorine which can interfere with the effectiveness of cleaning agents, or indicate maintenance needs to be performed.

II. Organic Contaminants: Organic contaminants, such as TOC (Total Organic Carbon) can provide a favorable environment for microbial growth.

III. Corrosive Agents: Chloride, nitrate, and iron are examples of corrosive agents that can corrode even stain.

VI. HOLIDAYS

If a holiday falls on Sunday, the following Monday shall 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.

VII. BADGES AND PARKING

All contractor personnel are required to wear I.D. badges during the entire time he/she is on Government property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents.

It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information is available from Police Service. Loma Linda will not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

Required submittals with quotes SHALL include following:

· Specifications of system and preventative maintenance

· At minimum, one example of recent, relevant work. Work should be similar to work required in Statement of Work, if not the same. Document both the work performed and the size of job.

The contract period of performance is 4-1-2025 – 3-31-2030, with an FOP of Destination as follows:

Base Year: 4-1-2025 – 3-31-2026 Option Year 1: 4-1-2026 – 3-31-2027 Option Year 2: 4-1-2027 – 3-31-2028 Option Year 3: 4-1-2028 – 3-31-2029 Option Year 4: 4-1-2029 – 3-31-2030

Place of Performance/Place of Delivery:

VA Loma Linda Healthcare System 11201 Benton St Loma Linda, CA 92357

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (Dec 2022).

ADDENDUM to FAR 52.212-4, “Contract Terms and Conditions-Commercial Products and Commercial Services” applies to and is included with this acquisition.

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” (Sep 2023).

The following subparagraphs of FAR 52.212-5 are applicable: (b)(1), (4), (5), (7), (9), (11), (12), (16), (20), (21), (26), (31), (33), (34), (35), (36), (37), (38), (39), (40), (42), (46), (51), (55), (59), (63), (64), (c)(1), (2), (3), (4), (7), and (8).

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices.

All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of Offers.

All quotes shall be sent to the Network Contracting Office (NCO): Koby.Thiel@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors: Price, and past performance, with price more important.

Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Final submission of your response shall be received not later than 3/28/2024, 8:00 AM PST at Koby.Thiel@va.gov only. Subject line should include “RESPONSE TO RFQ 36C26225Q0486.”

Submissions shall include your quote as well as a capabilities statement with qualifications proving all certifications and education required for the work being conducted in the SOW. Submissions not meeting all requirements of the SOW will be considered ineligible for award.

Submissions shall be submitted with two separate files, one for all required technical submittals and the other for pricing. Technical submissions are to be redacted. Technical submissions are not to have any distinguishable traits. Pricing is to be submitted with a listed total for each period of performance (base, option year 1, option year 2, option year 3, and option year 4).

Quotes should be based on the information provided as no discussions will be allowed. This solicitation is being made under FAR 13.106-2(b)(3) using Simplified Acquisition Procedures.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

All questions are to be submitted to Koby Thiel, Koby.Thiel@va.gov, by March 20, at 8:00 AM PST.

All quotes regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Koby.Thiel@va.gov